Senior Administrative Associate
Description
Job Posting Title
Senior Administrative Associate
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Hiring Department
Educational Leadership and Policy
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Position Open To
All Applicants
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Weekly Scheduled Hours
40
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FLSA Status
Non-Exempt from FLSA
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Earliest Start Date
Immediately
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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
The university provides employees a competitive benefits package that includes health insurance (premiums covered 100% for full-time benefits-eligible employees), retirement plans, and paid leave, in addition to other programs and services. We offer robust free training access through LinkedIn Learning, professional conference opportunities, an expansive employee discount program, including athletic tickets. Free access to UT Austin's libraries and museums with a staff ID card. Free rides on all UT Shuttle and Austin CapMetro buses with a staff ID card. For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards
Purpose
This position will provide high-level administrative and transactional support to the Department of Educational Leadership and Policy, which includes the Education Research Center, with a customer service emphasis as a staff team member in a large academic department. Ensure consistent application of all departmental, University, and UT systems policies and procedures.
Responsibilities
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Procurement, Purchasing, & Payments: Responsible for Department and ERC purchasing, procurement, and payments, researcher access fees. Order and process Department-related expenses in a timely manner. Serve as the Department's ProCard holder. Request, collect, and upload receipts to UT Box for reconciliation. Responsible for creating payment vouchers (VP1, VP2, and VPE documents). Process Official Occasion Expense Forms as appropriate. Serve as department representative for contract processing in ContractsPlus. Travel: Serve as the Department's coordinator for faculty, student, and visitor travel and ERC faculty and staff. Create VE5 documents in DEFINE prior to travel and create VP5 travel reimbursement documents. Work with the Accountant to ensure accurate processing.
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Document and Request Management: Review, evaluate, and prepare incoming documents and ensure proper routing prepare transmittal documents, set up documents for signature complete file set-up and data entry create project status reports, and perform follow-up. Manage FERPA review requests. Manage proposal, extension, and amendment submissions, and researcher onboarding and project and researcher closeouts. Track and document data files each researcher is allowed to access. Routed researcher documents needing signatures through DocuSign. Coordinate with COE HR for any HR needs and appoint Graduate Research Assistants.
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Website, Audit & Inventory: Update documents on the ERC website and send to the IT Coordinator to update the website. Monitor website for accuracy. Annual downloads from the state agency websites. Provide all necessary/requested documentation for the yearly audit. Maintain the ERC equipment inventory database. Track ERC assets, including WORQ Space reports, computer equipment inventory, and computer replacement schedule. Coordinate annual inventory with the Senior Admin Manager and prepare the report for submission. Other related duties as assigned.
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Scheduling: Add researchers to the Google Calendar VM use. Keep track of training requirements and expiration, IRB dates, and project expiration. Track when payments need to be invoiced. Schedule FERPA reviews and by what date the reviews need to be completed.
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Events Coordination: Assist in the coordination of events and meetings and logistics for department meetings and events (including new student orientation, semester receptions, retirement receptions, guest lectures, faculty recruiting, etc.). Additional tasks: Assist the Senior Administrative Manager with tasks and projects as needed. Support other Department Administrative Office staff and ERC faculty and staff by assisting with various projects. Other related duties as assigned.
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Room Reservations: Responsible for assisting individuals with reserving ELP classrooms for non-class-related events. Maintain ELP-controlled classrooms and spaces to keep them ready for academic use. Inventory: Assist Senior Administrative Manager with departmental equipment inventory. Front Office: Serve as the first point of contact for ELP visitors when work study staff is not present. Answer the department's main line and direct calls to other offices or staff, and greet the public. Responsible for office supplies and keeping the lobby and kitchen tidy
Required Qualifications
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Bachelor's degree and three years of experience at the Administrative Associate level, or high school graduation or GED, and seven years of clerical experience, including one year of experience at the Administrative Assistant level.
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Strong interpersonal and problem-solving skills. Excellent oral and written communication skills. Ability to work independently and as part of a team. Ability to interact and maintain productive working relationships with a population of faculty, staff, and students, and maintain a positive and professional demeanor. Ability to assess workload, prioritize tasks, and meet deadlines to successfully manage concurrent projects for multiple areas with accuracy. Experience with MS Office suite. Ability to learn quickly and be flexible. Experience arranging events. Experience taking ownership of projects and seeing them through to successful completion. Ability to undertake and complete tasks with minimal supervision and exhibit individual initiative in meeting the functions of the position.
Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
Experience using UT mainframe accounting system and FRMS.
Salary Range
$55,000 + depending on qualifications
Working Conditions
Standard office environment, Repetitive use of a keyboard at a workstation
Work Shift
Flexible between the hours of 7am - 6pm, onsite with the potential for 1-2 days remote
Required Materials
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Resume/CV
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3 work references with their contact information; at least one reference should be from a supervisor
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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