Job Posting Title:

Senior Administrative Associate

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Hiring Department:

Educational Leadership and Policy

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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

The university provides employees a competitive benefits package that includes health insurance (premiums covered 100% for full-time benefits-eligible employees), retirement plans, and paid leave, in addition to other programs and services.

For more details, please see:

https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards '

Purpose

This position will provide high-level administrative and transactional support to the Department of Educational Leadership and Policy, which includes the Education Research Center, with a customer service emphasis as a staff team member in a large academic department. Ensure consistent application of all departmental, University, and UT systems policies and procedures.

Responsibilities

•  Document and Request Management: Review, evaluate, and prepare incoming documents and ensure proper routing prepare transmittal documents, set up documents for signature complete file set-up and data entry create project status reports, and perform follow-up. Manage FERPA review requests. Manage proposal, extension, and amendment submissions, and researcher onboarding and project and researcher closeouts. Track and document data files each researcher is allowed to access. Routed researcher documents needing signatures through DocuSign. Coordinate with COE HR for any HR needs.

• Website, Audit & Inventory:  Update documents on the ERC website and send to the IT Coordinator to update the website. Monitor website for accuracy. Annual downloads from the state agency websites. Provide all necessary/requested documentation for the yearly audit. Maintain the ERC equipment inventory database. Track ERC assets, including WORQ Space reports, computer equipment inventory, and computer replacement schedule. Coordinate annual inventory with the Senior Admin Manager and prepare the report for submission. Other related duties as assigned.

• Scheduling: Add researchers to the Google Calendar VM use. Keep track of training requirements and expiration, IRB dates, and project expiration. Track when payments need to be invoiced. Schedule FERPA reviews and by what date the reviews need to be completed.

• Events Coordination: Assist in the coordination of events and meetings and logistics for department meetings and events (including new student orientation, semester receptions, retirement receptions, guest lectures, faculty recruiting, etc.). Additional tasks: Assist the Senior Administrative Manager with tasks and projects as needed. Support other Department Administrative Office staff and ERC faculty and staff by assisting with various projects. Other related duties as assigned.

• Room Reservations: Responsible for assisting individuals with reserving ELP classrooms for non-class-related events. Maintain ELP-controlled classrooms and spaces to keep them ready for academic use. Inventory: Assist Senior Administrative Manager with departmental equipment inventory. Front Office: Serve as the first point of contact for ELP visitors when work study staff is not present. Answer the department's main line and direct calls to other offices or staff, and greet the public. Responsible for office supplies and keeping the lobby and kitchen tidy.

Required Qualifications

Bachelor's degree and five years of experience at the Administrative Associate level, or

high school graduation or GED, and five years of clerical experience, including one year

of experience at the Administrative Assistant level. Strong interpersonal and problem-solving

skills. Excellent oral and written communication skills. Ability to work independently

and as part of a team. Ability to interact and maintain productive working relationships

with a diverse population of faculty, staff, and students, and maintain a positive and

professional demeanor.

Ability to assess workload, prioritize tasks, and meet deadlines to successfully

manage concurrent projects for multiple areas with accuracy. Experience with

MS Office suite. Ability to learn quickly and be flexible. Experience arranging events. 

Experience taking ownership of projects and seeing them through to successful

completion. Ability to undertake and complete tasks with minimal supervision

and exhibit individual initiative in meeting the functions of the position.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Experience using UT mainframe accounting system and FRMS.

Salary Range

$55,000+ depending on qualifications

Working Conditions

• May work around standard office conditions with repetitive use of a keyboard at a workstation.

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.

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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 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]

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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.