Senior Administrative Associate
Company: University of Texas at Austin
Location: Austin
Posted on: April 22, 2024
Job Description:
Job Posting Title:Senior Administrative Associate----Hiring
Department:Graduate School----Position Open To:All
Applicants----Weekly Scheduled Hours:40----FLSA
Status:Non-Exempt----Earliest Start Date:May 13, 2024----Position
Duration:Expected to Continue----Location:UT MAIN CAMPUS----Job
Details:General NotesSelection made by committee and hiring
supervisor based on review of on-line applications and results of
personal interviews. Hiring decision contingent upon applicant
clearing security background check. Must be eligible to work in the
United States on a full-time basis for any employer without
sponsorship. Flexible work arrangements and telework are available
for this position and can be modified at any time based on job
responsibilities or demand.UT Austin provides an outstanding
benefits package including but not limited to:
- Competitive health benefits (employee premiums covered at 100%,
family premiums at 50%)
- Voluntary Vision, Dental, Life, and Disability insurance
options
- Generous paid vacation, sick time, and holidays
- Teachers Retirement System of Texas, a defined benefit
retirement plan
- Additional Voluntary Retirement Programs: Tax Sheltered Annuity
403(b) and a Deferred Compensation program 457(b)
- Flexible spending account options for medical and childcare
expenses
- Robust free training access through LinkedIn Learning plus
professional conference opportunities
- Tuition assistance
- Expansive employee discount program including athletic
tickets
- Free access to UT Austin's libraries and museums with staff ID
card
- Free rides on all UT Shuttle and Austin CapMetro buses with
staff ID cardFor more details, please see: and PurposeProvide
administrative support services as assigned for the Graduate School
Business Affairs team and outreach support to departmental
contacts.Responsibilities
- Responsible for daily deposit reconciliation process for Office
of Graduate Admissions application fees and refunds. Tasks involve
printing reports from CRM and credit card processor, verifying
accuracy of credit card deposits, and creating VC1 documents in
DEFINE. Prepare deposits for donor and scholarship checks when
received. Primary departmental contact in resolving discrepancies
with deposit and income reporting.
- Process all travel requests, travel reimbursements, and change
requests for staff throughout the Graduate School. Stay up to date
on travel rules and procedures and provide feedback for
improvements.
- Process all departmental purchase orders, Amazon business
account purchasing, UT Market purchasing, new vendor setup, and
vendor payments. Verify payment requests are in compliance with
university policies and procedures. Prepare final supporting
documentation for image retrieval system. Primary support in
resolving discrepancies and answering client questions.
- Review and reconcile monthly ProCard transactions for all
Graduate School. Ensure all receipts are uploaded and approved by
Chief Business Officer (CBO). Support ProCard holders by resolving
issues and ensuringcompliance with University procedures.
- Monitor, process, and track departmental contracts including
memos of understanding (MOUs).
- Provide financial support to the CBO in reconciling income and
expense accounts monthly and assist in the preparation of the
Graduate School's annual recurring budget and 5-year budget
simulation.
- Oversee student employment petition process for the Graduate
School. Process requests from College administrative staff ensuring
compliance with policies regarding student employment eligibility.
Work closely with the Associate Dean of Graduate Student Services
to grant student employment exceptions.
- Review and approve TA/AI TRB semester awards processed by
various College administrative staff. Work with CBO in developing
the annual TA/AI TRB award budgets and participate in the
preparation of semester based TRB usage reporting by College for
the Graduate School Dean.
- Perform semester audits on TA/AI/GRA student employment by
verifying Workday appointments and TRB awards in compliance with
Graduate School policies. Work with College administrative staff,
Central HR graduate student representative, and Graduate School IT
support staff to resolve appointment issues.
- Review and approve student fellowship semester awards processed
by the Graduate School fellowship program. Monitor and reconcile
Graduate School fellowship endowment accounts.
- Provide high quality work output with a focus on customer
service in defined functional areas. Organize work product in a
transparent and efficient way within the business affairs shared
box folders. Communicate timely and in a professional manner to
client requests. Elevate client issues needing immediate resolution
to CBO.
- Other duties as assigned. Required QualificationsBachelor's
degree and three years of administrative/clerical experience, or
high school graduation or GED, and seven years of
administrative/clerical experience. Self-starter who is a quick
learner, detail oriented and has ability to follow directions,
proof work and follow through with tasks. Ability to organize,
prioritize, multi-task and meet deadlines. Good working knowledge
of PC skills in spreadsheets, Word documents and email. Excellent
written and verbal communication skills. Excellent interpersonal
skills and ability to positively interact and clearly communicate
with supervisor, co-workers and all constituents including outside
vendors, faculty, staff and students. Ability to work independently
with little supervision and as a team player. Strong attendance
record. Ability to take supervision. Skilled at anticipating
changing priorities, working in changing environments, providing
strong customer service skills, and responding well to feedback.
Relevant education and experience may be substituted as
appropriate.Preferred QualificationsBachelor's degree and five
years of experience with accounting functions including
cash/check/credit card deposits and accounts payable functions.
Experience with DEFINE modules on the UT mainframe and experience
with UT Austin electronic accounting documents, specifically VC1,
VP1, VP2, VP5, VP7, VPE, VT6 and VT5 documents, and accounting
procedures. Advance skills in the use of Microsoft Office
applications including Excel advanced level user with formulas and
reporting tools. Knowledgeable of university resources, policies,
and procedures especially related to research, travel, and
procurement. Experience with scholarship processing, graduate
student employment, and gift/endowment accounting. Demonstrated
agility with change management and working in a fast-paced
environment with competing deadlines.Salary Range$58,000 +
depending on qualificationsWorking Conditions
- Use of manual dexterity.
- Flexible work arrangements and telework are available for this
position.
- May work around standard office conditions.
- Repetitive use of 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 interestImportantfor 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 ,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 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:
- [PDF]
- [PDF]
- [PDF]
- [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
.The Clery Act requires all prospective employees be notified of
the availability of the Annual Security and Fire Safety report. You
may or obtain a copy at University Compliance Services, 1616
Guadalupe Street, UTA 2.206, Austin, Texas 78701.
Keywords: University of Texas at Austin, Austin , Senior Administrative Associate, Administration, Clerical , Austin, Texas
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