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:

This position is located at the J.J. Pickle Research Campus in North Austin.

Due to the growth of the TexNet Multidiscilinary Program we are seeking help from an experienced, detail-oriented individual to provide administrative support for various aspects of the program.

• Create pre-and-post domestic and international travel documents (e.g. travel vouchers), complete travel reimbursements, and maintain records for records retention. Provide support with hotel accommodation when needed and educate travelers on travel procedures and travel rules.
• Maintain License Agreement records and calendar for approximately 200+ TexNet stations in collaboration with Land Manager and UT Campus Real Estate Office.Assist in preparing land-related correspondence and documents and interacting with landowners. Keep license agreements accessible to field operators and up to date.
• Manage and prepare domestic and international shipments. Generate commercial invoices and deliver shipments to a Fed-Ex drop-off location if necessary.
• Maintain an RMA database for faulty instruments and work with deliveries of new equipment.

• Organize events/meetings on-site or off-site. Create Official Occasion Event Forms for meetings and track approvals; secure catering/restaurant contracts and submit for approval; order, receive, and set-up/clean-up catering; ensure payments for services are completed timely; reserve conference rooms; request guest parking; schedule IT support; etc. Attend the Annual TexNet meeting.

• Submit purchase and facilities requests as needed.

Bachelor's degree and one year of experience at the Administrative Assistant level or equivalent, or high school graduation or GED, and five years of clerical experience, including one year of experience at the Administrative Assistant level or equivalent. Highly organized and detail oriented. Excellent oral and written communication skills. Proven ability to work in a fast-paced and demanding environment and to exercise independent judgement.Experience with Microsoft Word, Excel, PowerPoint, and Outlook. Proven efficiency with Microsoft Word, Excel, PowerPoint and Outlook.

Relevant education and experience may be substituted as appropriate.

Experience with UT DEFINE.Proficiency with Microsoft Word, Excel, PowerPoint and Outlook.Working knowledge of UT policies, procedures, and administrative systems. Experience with cloud infrastructure (Box, SharePoint, Google Drive, Dropbox, etc), and chat tools (e.g., Slack). Working knowledge of UT policies, procedures, and administrative systems.

$54,000 + depending on qualifications

• May work around standard office conditions

• Repetitive use of a keyboard at a workstation

• Occasional weekend, overtime, and evening work to meet deadlines

• Resume/CV

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) [PDF]
• E-Verify Poster (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.