Job Posting Title:
Administrative Associate
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Hiring Department:
University Housing and Dining
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Position Open To:
All Applicants
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Weekly Scheduled Hours:
40
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FLSA Status:
To Be Determined at Offer
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Earliest Start Date:
Ongoing
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Position Duration:
Expected to Continue
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Location:
UT MAIN CAMPUS
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Job Details:
General Notes
BENEFITS: UT Austin offers a competitive benefits package that includes:
100% employer-paid basic medical coverage
Free Capital Metro bus rides
Retirement contributions
Paid vacation, sick time, and holidays
Career growth & professional development
Please visit our Human Resources (HR) website at https://hr.utexas.edu/ to learn more about the total benefits offered when you join our team!
Purpose
The Administrative Associate will play a vital role in supporting day-to-day operations and logistical coordination to ensure seamless administrative processes, team services, and other operational functions for the University Housing and Dining (UHD) Marketing and Communications team. This person will provide complex administrative support and related tasks for the marketing and communications staff while applying sound judgment to anticipate needs and steer efficient progress on team projects and initiatives. They will work in a dynamic and fast-paced environment and interact with a range of internal and external stakeholders.
Responsibilities
Coordinate, perform, and monitor various administrative functions and processes according to University Housing and Dining policies and priorities, including payment and purchase requests, invoice submission, contracts submission, team and executive calendar management, travel management and reimbursement, reserving resources, and ticket submissions. Make purchases with a procurement card as assigned and complete associated account reconciliation on a regular basis. Assist staff with purchasing, ordering supplies, and creating Official Occasion Expense Form (OOEFs).
Assist with meeting and event planning, staff celebrations, preparation, cost estimates, scheduling, room reservations, communication, set up and break down, catering orders, and other aspects of meetings and events.
Collaborate with stakeholders to order, track, budget, inventory, and ensure appropriate access to resources, office supplies and other office needs. Collect and submit data for team golf cart mileage reports. Serve as primary contact for team vehicle and coordinate vehicle maintenance. May pick up and deliver materials and other errands by walking or using a UT vehicle.
Develop and maintain a general working knowledge of the marketing and communications team and respond to questions and direct inquiries as needed. Assist with building and updating projects and task trackers using project management software. Troubleshoot and problem-solve operational issues, maintaining a calm and professional demeanor.
Coordinate procurement and distribution of branded merchandise. Requires proactive communications and close partnerships across functional areas to ensure accurate and timely distribution of items, and a solid understanding of UT and UHD purchasing guidelines. Conduct merchandise inventory.
Organize agendas, take minutes, document and monitor action items, and participate in programming as necessary. Act as an integral member of the marketing and communications team, assisting as needed on projects and coverage. Participate in staff meetings. Perform other duties as assigned.
Required Qualifications
At least 5 years of clerical experience with a high school diploma, or at least 1 year of clerical experience with a bachelor’s degree.
Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
6 or more years of clerical experience.
Experience working in/using a project management system.
Experience working in higher education.
Knowledge of UT business procedures, UT mainframe, and university resources.
Demonstrated experience using a computer including experience with Microsoft Excel, Microsoft Word and Outlook.
Strong written, verbal, and interpersonal communication skills.
Demonstrated ability to prioritize job tasks in dynamic circumstances without sacrificing accuracy and attention to detail.
Demonstrated organizational skills and ability to manage multiple tasks simultaneously to meet deadlines in a timely manner.
Salary Range
$43,500+ depending on qualifications
Working Conditions
May work around standard office conditions
Repetitive use of keyboard at a workstation
Climbing stairs
Lifting and moving
Work Shift
Monday - Friday, 8:00AM - 5:00PM, with occasional evening hours.
Required Materials
Resume/CV
3 work references with their contact information; at least one reference should be from a supervisor
Letter of interest
Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes.
Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.
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Employment Eligibility:
Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.
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Retirement Plan Eligibility:
The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.
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Background Checks:
A criminal history background check will be required for finalist(s) under consideration for this position.
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Equal Opportunity Employer:
The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.
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Pay Transparency:
The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.
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Employment Eligibility Verification:
If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.
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E-Verify:
The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:
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Compliance:
Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.
The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.
Administrative & Executive Assistance (1)