Administrative Associate

Job Posting Title:

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Hiring Department:

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Position Open To:

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Weekly Scheduled Hours:

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FLSA Status:

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Earliest Start Date:

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Position Duration:

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Location:

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Job Details:

Must be authorized to work in the United States on a full-time basis for any employer without sponsorship.

This position is security sensitive; criminal background checks conducted on selected candidate. Hiring decision is contingent upon applicant clearing background checks.

UT Austin provides an outstanding benefits package including but not limited to:

• Competitive health benefits (employee premiums covered at 100%, family premiums at 50%)

• Voluntary Vision, Dental, Life, and Disability insurance options

• Generous paid vacation, sick time, and holidays

• Teachers Retirement System of Texas, a defined benefit retirement plan, with employer matching funds

• Flexible spending account options for medical and childcare expenses

• Free rides on all UT Shuttle and Austin CapMetro buses with staff ID card

• For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards

This position will assist the Department of Integrative Biology administrative team with a variety of tasks, primarily overseeing the departmental seminar series, which involves accounts payable and coordination of travel for speakers. In addition, will be responsible for providing poster printing services.

GRAPHICS SERVICE CENTER:

Print research posters for CNS community and process all payments/receipts for posters. Serve as graphic designer for CNS community for posters and illustrations for publications, process payments/receipts for these services Design IB seminar advertisements and announcements for PAT lobby displays

ADMINISTRATIVE:

Oversee and manage the departmental seminar series. This includes working with various groups to coordinate/buildout the schedule, reserving seminar rooms on campus, creating fliers, making sure announcements are sent out, booking hotel and making flight accommodations for speakers, and processing reimbursements and/or any payments within our UT *DEFINE system (VE5, VE6, VP5, VP2, NETA, VT6, etc.) Creating vendor ID's as needed (PIF, GGV).

Coordinate and process departmental administrative office staff Procards and Eship Global payment vouchers (VP7, VP9's). This includes working with staff to make sure they have provided correct supporting documentation for all transactions on the vouchers needing to be processed.

Assist with processing of daily accounts payable, (including invoices, pro-cards, eShip Global), process non-employee payments and reimbursements. Create electronic documents in these areas if needed.

Provide consistent, timely and reliable communication to clients via email or other methods regarding status of approvals, returns and process changes.

Support other department administrative office staff by assisting with various projects and other functions as assigned.

One year of experience with bachelor's degree or five years with a high school diploma. Excellent customer service ability. Strong written, oral and interpersonal skills. Ability to work cooperatively within a team environment. Ability to work independently with limited supervision. Demonstrated experience with Word, Excel, Box and MS 365. Relevant education and experience may be substituted as appropriate.

Bachelor's degree and administrative assistant experience of atleast two years. Experience in performing accounting functions within an office environment, utilizing software such as Excel, Word, DocuSign, and Box. Familiarity in arranging travel logistics and managing related expenses efficiently.

$48,000 + depending on qualifications

• Typical office environment

• Repetitive use of a keyboard at a workstation

• Use of manual dexterity

• Lifting and moving

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

• Letter of interest

Importantfor 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 thatALLRequired 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 questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

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Retirement Plan Eligibility:

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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:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• 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.