Administrative Associate, College of Natural Sciences

Job Posting Title: Administrative Associate, College of Natural Sciences ---- Hiring Department: College of Natural Sciences ---- Position Open To: All Applicants ---- Weekly Scheduled Hours: 40 ---- FLSA Status: Non-Exempt ---- Earliest Start Date: Immediately ---- Position Duration: Expected to Continue ---- Location: AUSTIN, TX ---- Job Details: General Notes The College of Natural Sciences at the University of Texas at Austin strives to foster a work environment that enables all employees to contribute at the highest possible level to support the mission of the University. What starts here really does change the world. For more information about the College of Natural Sciences, please visit. https://cns.utexas.edu. Must be eligible to work in the US on a full-time basis for any employer without sponsorship. Purpose Provide administrative support to the STEMx office and Undergraduate Education (UE) Operations within the College of Natural Sciences. To advance our core mission of fostering wellness, belonging, and success for all students. Responsibilities Meetings and Events Support: Assist in the coordination of meetings and special events for the UE and STEMx offices as directed by supporting planning and day of logistics in accordance with strategic plans. This work may include but is not limited to organizing and attending planning meetings, collaborating with stakeholders and organizers to generate budgets and track expenses, reserving space, communicating with organizers, presenters, and participants, managing catering, advertising, actively supporting events and organizing additional help as needed, processing relevant contracts and vendor payments. Purchasing and Travel Support: responsible for various purchasing tasks, including requesting quotes, generating purchase orders, collecting receipts, and completing vouchers in the UT accounting system to acquire goods/services or facilitate reimbursement in line with University policies. Processes documentation for vendor payments after events and purchases, and assists the STEMx office in obtaining Travel Authorization before trips and managing expense reimbursements afterward. Proactively stays updated on travel and purchasing policies. Conducts accuracy checks to ensure error-free preparation of documents. Process account transfers and payment correction documentation, maintaining comprehensive records of purchase requisitions, invoices, and relevant documentation, including warranties and licenses. Proper filing and storage of records in a secure online system are also part of the responsibilities. Office Management and Scheduling: Assist the Assistant Dean of STEMx by managing the logistical needs of the STEMx office, including managing purchases, tracking income and expenses, and maintaining overall office operations. Additionally, collaborate on special projects as required, including supporting complex scheduling for meetings involving various stakeholders. Support UE as scheduling /office management back up when the Assistant to the Associate Dean is out of office or with special projects as assigned. Procard Management: responsible for maintaining current knowledge of procurement card responsibilities, procedures, policies and guidelines including record keeping and reconciliation. Prepares and processes monthly procard vouchers to ensure their timely payment and charging to appropriate accounts. Uploads supporting documentation to university systems. Other duties as assigned, including supporting special projects and staffing events within CNS. This position may require occasional evening & weekend duties. Required Qualifications Bachelor’s degree and one year of administrative experience or high school diploma or GED and five years of administrative experience. Must be able to work independently and/or in a team environment. Attention to detail and sharp organizational skills. Excellent verbal and written communication skills, interpersonal skills, and ability to problem solve. Ability to accurately ensure error-free preparation of financial and planning documents. Ability to effectively manage concurrent projects with accuracy. Relevant education and experience may be substituted as appropriate. Preferred Qualifications Experience utilizing MS Office suite or other commonly used office management software. Familiar with UT Austin's policies and procedures is a plus. Experience with budgets and event planning. Salary Range $45,000 depending on qualifications Working Conditions Standard office conditions Lifting and moving Climbing of stairs 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. ---- 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. ---- 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. ---- Background Checks: A criminal history background check will be required for finalist(s) under consideration for this position. ---- 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. ---- 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. ---- 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. ---- 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] ---- 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. In 2023, The University of Texas at Austin placed in the top 10 among Texas employers and came in the top 15 for higher education institutions on Forbes’s 2023 list of 500 best large employers. The university’s aspiration to become the world’s highest-impact public research university is driven by our outstanding people. Our employees are the bedrock of our university and are empowered to be true to themselves, to participate fully in our vibrant university, and to thrive as individuals. UT Austin offers competitive salaries, full benefits, an extensive support network, and above all, an enriching and highly collaborative working community that is deeply passionate about our vision for higher education and public service. Looking for a student job? Please see our Student Employment site. Comments and Inquiries: Email comments to: Human Resource Service Center. For questions or concerns regarding equal opportunity only, contact Equal Opportunity Services. Additional information for applicants can be found on the Human Resources web page: Applying for Employment. For more job information, call the Human Resource Service Center at (512) 471-4772, or toll-free at (800) 687-4178. UT Austin is a Tobacco-free Campus

Salary : $45,000