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. We are committed to being a community that celebrates the dignity of every individual, honors differences and lets each person know that they belong. What starts here really does change the world. For more information about the College of Natural Sciences, please visit. .

Must be eligible to work in the US on a full-time basis for any employer without sponsorship.

Purpose

To relieve the administrator of a small University department of a large volume of decisions, complex in nature, and to supervise a small clerical staff in the operation of the department. Responsible for many complex office decisions in a small department, with little direction, and for supplying financial and other factual information from a variety of sources. To advance our core mission of fostering wellness, belonging, and success for all students.

Responsibilities

Office Management : Manage logistical needs of TIP. Manage purchasing, expense tracking and maintenance of general office needs. Maintain website, events calendar and assist with inquiries via phone and email. Manage space allocations and track physical inventory. Schedule rooms for meetings and coordinate communication with meeting attendees.

Data Management : Conduct and manage data acquisition and interpretation for TIP Scholars. Manage the seat acquisition process. Communicate and collaborate with departments and other college personnel to manage seats. Manage the student tracking processes in FileMaker and Excel.

Student Hiring & Timesheets : Coordinate TIP's student hiring process through collaborating with CNS HR, TIP's Senior Program Coordinator and Academic Advising Coordinator. Managing the spreadsheet data associated with student hiring; processing spreadsheet updates and changes when students require updated hours, termination etc. Coordinate approval of student timesheets in Workday on a weekly basis. Communicating with students regarding any workday issues that may arise and problem-solving, as necessary.

Student Supervision : Hire, train, and supervise the Student Office Assistants. Ensure office assistants work well with all office staff and faculty and maintain the highest customer service to all stakeholders.

Manage Event Planning : Collaborate with organizers and execute student-focused events. Manage event budgets and track expenses, contact vendors and service providers, coordinate with necessary departments, units or groups, reserve venues, collect supporting materials, coordinate volunteers, process purchase orders and vendor payments, various correspondence, execute day-of-event activities and provide customer service for all guests.

Other duties as assigned, including supporting special projects and staffing events within CNS.

Required Qualifications

High School diploma or GED and five years of relevant administrative experience or Bachelors degree and one year of administrative support experience

Proficiency in data management tools, including MS Excel and FileMaker, with demonstrated ability to manage spreadsheets and interpret data

Experience coordinating administrative processes, such as purchasing, scheduling, and supervising student workers

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Familiarity with Workday and other applications / systems used at the University of Texas at Austin

Strong event planning and coordination skills, including budget tracking, vendor communication, and day-of logistics

Excellent communication and customer service abilities, with experience handling inquiries via phone and email and collaborating across departments

Salary Range

$ 45,000 + depending on qualifications

Working Conditions

Environmental Demands : may work around standard office conditions

Physical Tasks : Repetitive use of a keyboard at a workstation

May be eligible for hybrid work following the probationary period.

This position may require occasional evening and weekend duties

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 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 and 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.