Senior Administrative Associate Job at University of Texas at Austin
Job Posting Title:
Senior Administrative Associate
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Hiring Department:
Texas Advanced Computing Center
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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
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Earliest Start Date:
Immediately
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Position Duration:
Expected to Continue
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Location:
PICKLE RESEARCH CAMPUS
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Job Details:
General Notes
The Texas Advanced Computing Center
supports individuals from all communities by respecting and encouraging mindfulness of diverse viewpoints and experiences. We strive to promote diversity in our recruiting and retention practices as we believe inclusivity contributes to the development of excellence in all of our endeavors. TACC fosters a culture of innovation, passion, and fun by encouraging staff members to actively collaborate to investigate the latest technologies, team up for charities, and celebrate successes together. TACC promotes a healthy workplace by helping employees achieve balance between their personal and professional lives in order to increase employee engagement, job satisfaction, and overall well-being.
Candidates will need to upload a resume, letter of interest, and the names of three references to apply for this position.
UT Austin offers a competitive benefits package that includes:
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100% employer-paid basic medical coverage
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Retirement contributions
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Paid vacation and sick time
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Paid holidays
Flexible work hours between 7am and 6pm, regular work schedule must be approved by direct supervisor and is dependent upon meeting departmental team coverage. This position may also be eligible for a hybrid work schedule for an undetermined period of time due to COVID-19 (3 days on campus and 2 days telecommuting) based on staffing needs to provide departmental team coverage.
Please visit our
Human Resources (HR)
website to learn more about the total
benefits
offered.
Purpose
Provide high level administrative support to the Texas Advanced Computing Center (TACC) through responsible management of departmental services and processes associated with business services and events with a customer service emphasis to students, staff, faculty and guests.
Responsible for a large volume of administrative task including purchase orders, payment processing, coordinating departmental events, and travel booking/reimbursements.
Responsibilities
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Prepare, draft, review purchase orders, business contracts, scholarships/stipends, and procurement card reconciliation. Responsible for tracking orders, marking items received in UT Market, and following all University and Department policies and procedures.
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Process travel authorizations and reimbursements for staff, students, and visitors. May process high volumes of documents with tight deadlines.
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Responsible for overseeing and coordinating virtual and in person events, including contracts, reservations, travel, room reservations and facilities services, materials and refreshments; be onsite for the duration of each event including setup, cleanup and breakdown; and group travel planning and reimbursement.
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Work as part of administrative team, exercising a high degree of initiative and judgment.
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Communicate prompt, courteous explanations, status information and advice to investigators, vendors, staff, students, purchasing office and accounts payable via email, ticket system, or other methods.
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Responsible for a variety of other duties as needed from administrative team member, managers, and TACC staff. Maintain positive attitude, act as team players, willingness to learn new skills.
Required Qualifications
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Bachelor's degree and three years of office administration experience, including at least one year at either the Administrative Assistant or Administrative associate level or High school diploma/GED and at least seven years office administration experience, including at least one year at either the Administrative Assistant or Administrative associate level
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Ability to work under pressure due to deadlines while maintaining a high level of accuracy and attention to detail.
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Ability to multi-task and prioritize.
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Excellent written, verbal, and interpersonal communication and customer service skills.
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Ability to take initiative and work both independently and as a team member.
Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
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More than five years of recent, consecutive service and experience in travel or purchasing at The University of Texas.
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Proficiency with DEFINE and experience with UT Austin vouchering and accounting policies and procedures. Use of UT systems including but not limited to: Define, FRMS, Contracts+, Point Plus, etc.
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Experience with event planning including all aspects of coordination.
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Proficiency in Microsoft Excel, Word, and PowerPoint and willingness to learn other technologies as necessary.
Salary Range
$55,000 + depending on qualifications
Working Conditions
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Typical office environment
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Repetitive use of a keyboard
Required Materials
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Resume
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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 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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E-Verify Poster (English)[PDF]
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E-Verify Poster (Spanish)[PDF]
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Right To Work Poster (English)[PDF]
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Right To Work Poster (Spanish)[PDF]
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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.
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