Administrative Associate

Job description

Administrative Associate Hiring department Texas Extended Campus Monthly salary $3,333+ depending on qualifications Hours per week 40.00 Standard from 800AM to 500PM Posting number 18-09-20-04-9026 Job Status Open FLSA status Non-exempt Earliest Start Date Immediately Position Duration Funding expected to continue Position open to university-wide applicants Location Austin (main campus) Number of vacancies 1 General Notes None provided

Required Application Materials
  • A Resume is required in order to apply
  • A Letter of Interest is required in order to apply.
  • A List of 3 References is required in order to apply.
Additional Information Purpose Serve as a member of the Texas Extended Campus (TEC) Central Business Services team. Provide purchasing, travel, accounting, and administrative support to TEC departments.

Essential Functions Serve as primary procurement resource for TEC. Responsible for the purchase of departmental goods and services following established UT and departmental guidelines. Prioritize client purchase needs. Process UT Market orders, create purchase orders, and oversee entire purchasing process. Provide customer service support to TEC staff regarding purchasing issues and questions. Act as primary point of contact for all departmental travel requests. Process RTA and travel reimbursement requests submitted through the UT Request Form System in accordance with UT policies and procedures for travel. Provide customer service support to TEC staff regarding travel guidelines and questions. Support daily processing of TEC department payment requests, including processing various types of accounts payable documents. Verify payment requests are in compliance with University policies and procedures. Prepare final supporting documentation for image retrieval system. Process PIF forms for new vendors. Responsible for monthly processing of ProCard VP7 documents for TEC departments. Verify ProCard expenditures are in compliance with University policies and procedures. Provide help desk support to department staff regarding questions about ProCard expenditures. Support daily reconciliation process for TEC department deposits. Tasks involve printing reports from the various billing systems and credit card processors, verifying accuracy of the cash, check, and credit card deposits, and creating the documents in DEFINE. Work with TEC departments to resolve discrepancies in deposit reports. Provide administrative back-up support services as assigned for TEC Central Business Services Team. Maintain an on-going working knowledge of responsibilities associated with essential functions.

Marginal/Incidental functions Other related functions as assigned.

Required qualifications Bachelor's degree and one year of clerical or administrative experience or High school graduation or GED and five years of clerical or administrative experience. Demonstrated superior, proactive customer service skills. Purchasing experience and experience performing complex administrative functions. Demonstrated experience providing detailed processing of transactions. Excellent organizational skills and proven track record of maintaining accurate records. Self-starter and self-reliant to work both independently and as a part of a team.. Strong interpersonal skills and experience working successfully in a team environment with the ability to cheerfully manage frequent interruptions. Proficient in Microsoft Office. Excellent verbal and written communication skills. Professional demeanor. Equivalent combination of relevant education and experience may be substituted as appropriate.

Preferred Qualifications More than the required administrative experience. At least one year of purchasing experience at UT Austin and familiarity with UT Austin purchasing processes and procedures. Purchasing, travel, and accounting work experience at UT Austin using tools such as DEFINE, UT Market, Point Plus, and the Travel Authorization Request System. State of Texas purchasing certification.

Working conditions May work around standard office conditions Repetitive use of a keyboard at a workstation Use of manual dexterity Lifting and moving

A criminal history background check will be required for finalist(s) under consideration for this position.

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.

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.

If hired, you will be required to complete the federal Employment Eligibility Verification form, I-9. You will be required to present acceptable, original documents to prove your identity and authorization to work in the United States. Information from the documents will be submitted to the federal E-Verify system for verification. Documents must be presented no later than the third day of employment. Failure to do so will result in dismissal.

UT Austin is a Tobacco-free Campus

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Job No:
Posted: 10/4/2018
Application Due: 10/8/2019
Work Type: