Administrative Associate - Austin, United States - University of Texas at Austin

Description

Job Posting Title:

Administrative Associate

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Hiring Department:

Walker Department of Mechanical Engineering

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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:

UT MAIN CAMPUS

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Job Details:

General Notes

As a top-10 engineering school, the Cockrell School of Engineering at The University of Texas at Austin has been a global leader in technology innovation and engineering education for over a century.

In the Walker Department of Mechanical Engineering, we design and build devices and systems that transform industries and improve lives around the world. With nearly 70 faculty members, 27 staff members, 1500 students and thousands of alumni worldwide, the Walker Department has a supportive communityaspired to solve the most pressing challenges of the 21st century through world class research, unsurpassed student education, and dedicated service to the community.

This job description may not include all assigned duties, responsibilities, or aspects of the job described.

Purpose

Responsible for processing all travel and travel related reimbursements, processing all departmental entertainment reimbursements, and processing all UT Market orders in the Walker Department of Mechanical Engineering.

Responsibilities

• Process travel authorizations and vouchers for current and prospective faculty, staff, and students as well as visitor and other UT affiliates through UT's Request Forms system and *DEFINE (VE5, VE6, VP5, VP2, NETA, ESA, wire transfers, etc.). Create vendor IDs as needed (PIF, GGV). Assist with transportation, hotel, and rental car arrangements in Concur as needed.
• Process all entertainment payments and reimbursements (VPEs).
• Assists with the travel coordination for high volume events: seminars, faculty recruitment, graduate recruitment, etc.
• Process and track all UT Market orders, including departmental office supplies, for the department.
• Work with financial team to assist with other vouchers and cross-train in Purchase Orders (Pos) < $15K as needed.

Required Qualifications

• High School Diploma or GED and five years of relevant experience.
• Experience with purchasing and contracting.
• Demonstrated ability to manage conflicting deadlines in a fast-paced and dynamic work environment.
• Demonstrated ability to work effectively under pressure and maintain composure.
• Excellent written and verbal communication skills.
• Excellent attention to detail.
• Experience with Microsoft Word, Excel, PowerPoint and Outlook.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Bachelor's degree one years of relevant experience.
• Prior experience in an academic or research environment.
• DEFINE voucher processing (VE5, VE6, VP5, VP2).
• Working knowledge of university purchasing procedures and policies.

Salary Range

$45,000 + depending on qualifications

Working Conditions

• Standard office conditions
• Repetitive use of a keyboard at a workstation

Work Shift

• Monday - Friday, 8 am - 5 pm. Occasional evening, weekend, or overtime hours may be required.
• This position may be eligible for a hybrid (on-campus and off-campus) work based on business needs and at the discretion of the supervisor.

Required Materials

• 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:

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 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.