Administrative Associate

Job Posting Title :

Administrative Associate

Hiring Department :

Department of Integrative Biology

Position Open To : All Applicants

All Applicants

Weekly Scheduled Hours :

FLSA Status : Non-Exempt

Non-Exempt

Earliest Start Date :

Sep 02, 2024

Position Duration : Expected to Continue

Expected to Continue

Location : UT MAIN CAMPUS

UT MAIN CAMPUS

Job Details : General Notes

General Notes

Security sensitive; criminal background check conducted on selected candidate. Hiring decision is contingent upon applicant successfully clearing background check.

Purpose

Provide responsible, complex administrative support with purchasing of goods and services for a large research department located across several buildings.

Responsibilities

Handle procurement duties for the Department of Integrative Biology, process and create purchase orders using PBO, PB3 and PB4 documents.

Process UT Market orders through FRMS and assist lab personnel with procedures. Act as point of contact for all vendors.

Manage Department Procurement Card - Monitor, record, and process all procurement card purchases in accordance with applicable rules and regulations.

Help users with usage questions, exceptions requests.

Settle purchasing and receiving problems. Generate correspondence regarding problems and procedures. Performs work and assures all processes are documented according to federal and state policies and procedures.

Serves as liaison between the department, University Purchasing Office, Document Solutions, and vendors to fulfill procurement needs.

Coordinate departmental vehicle driving tests. Successful candidate will need to become a certified UT driver.

Assist with various accounting issues, such as disencumbering old purchase orders, and providing supporting documents needed for audits.

Conduct annual space inventory and equipment inventory. Ensure all equipment is properly tagged and insured, as needed. This includes lab set-up and close out making sure that equipment is accounted for.

Coordinate departmental vehicle driving tests. Successful candidate will need to become a certified UT driver.

Coordinate vehicle maintenance and mileage reports for research and teaching vehicles in department. Assist the Associate Chair with scheduling teaching vehicles used for class field trips via email and in-person communication.

Serve as back up to Administrative Assistant during lunch hour. Other related functions as assigned.

Required Qualifications

High school graduation or GED and three years of clerical experience, including one year of experience at the Administrative Assistant level.

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 using a personal computer including experience with Point Plus, Define, purchasing, Microsoft Excel, Microsoft Word, and Outlook.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

More than the required experience. Knowledge and ability to find quality equipment and services at an acceptable price that meets department's needs.

Driving Required

This job requires a class "C" operator's driver's license. The applicant selected must provide a current three year driving record from the current state of residence.

If not currently a Texas resident, a Texas driver's license must be obtained within 30 days of becoming a Texas resident.

Salary Range

$43,000 + depending on qualifications

Working Conditions

Work hours may include occasional evenings, weekends and some holidays during peak periods to meet deadlines.

Required Materials

Resume / CV

3 work references with their contact information (name and e-mail addresses); 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 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.

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.