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Senior Administrative Associate - Department Manager and Graduate Coordinator

Company: The University of Texas at Austin
Location: Austin
Posted on: July 11, 2018

Job Description:

Senior Administrative Associate - Department Manager and Graduate Coordinator Hiring department Nutritional Sciences Monthly salary $3,750+ depending on qualifications Hours per week 40.00 Standard from 800AM to 500PM Posting number 18-07-05-02-9025 Job Status Open FLSA status Non-exempt Earliest Start Date Immediately Position Duration Funding expected to continue Position open to all applicants Location Austin (main campus) Number of vacancies 1 General Notes Must be eligible to work in the US on a full time basis for any employer without sponsorship. Required Application Materials A Resume is required in order to apply A Letter of Interest is required in order to apply. A List of 3 References is required in order to apply. Additional Information Purpose To provide executive level support to the Department of Nutritional Sciences. Manage administration of daily operations, planning budgets, and coordinating graduate and undergraduate academic programs. Essential Functions Managerial: Provide executive level support to the academic department. Manage daily operations, assist with financial planning including monitoring all Nutrition budgets and coordinate academic programs. Assist Chair with College Budget Council presentation. Provide strategic planning in the course projections, course scheduling/inventory process, academic reporting/workloads, and other course related reporting. Assist with and coordinate undergraduate/graduate academic programs. Graduate Coordination: Route Special funding requests, approve instructional purchases. Work cooperatively with School Academic Program Coordinator and other UT personnel to coordinate course offerings and academic certification process. Process all Graduate admissions, maintain graduate faculty lists, graduate academic standing roster. Process registration/bars/advising, prepare documents for TA/GRA employment, graduate scholarships/fellowships, petitions to Graduate Dean. Assist with candidacy procedures and help students with defense and graduate procedures. Meet with prospective students, update Graduate Handbook, maintain Student photo roster, attend graduate program meetings with CNS and Graduate Coordinator Network. Maintain alumni employment report and track all student related expenses. Process student travel requests. Track all graduate student related scholarship accounts. Create TA offer letters. Process tuition remission documents. Create student academic and non academic and hourly appointments and onboard employees. Work with Dean's office on related matters. Provide Graduate School reports and update Graduate School Information System. Serve as departmental point of contact for staff-related human resource actions. Work cooperatively and communicate with Assistant Director for Administration in the School of Human Ecology on staffing matters. Faculty HR: Assist School of Human Ecology personnel with faculty hiring, promotions, periodic and annual merit assessments, organizing Executive Committee documents and reports, including collecting materials for Third Year, merit and post-tenure reviews; assemble and prepare promotion files and faculty merit assessment reports. Assist with faculty initiatives and writing faculty workload reports. Manage calendars, create and maintain spreadsheets, database information, and departmental records. Maintain Nutrition web pages. Schedule and attend faculty meetings, assist with agendas, take minutes. Serve as department inventory contact. Coordinate with Provost Office on annual billing documentation. Marginal/Incidental functions Other related functions as assigned. Required qualifications Bachelor's degree and three years of administrative experience or the equivalent. Experience with graduate programs and employment. Experience performing complex administrative functions. Ability to work independently and effectively coordinate and manage operations in a busy and diverse office. Excellent written and verbal communication skills. Demonstrated accuracy, organizational skills and positive attitude. Ability to pay great attention to detail and learn quickly. Ability to problem solve, think critically, and consistently exercise a high degree of discretion. Ability to work with frequent interruptions. Proficient computer skills and familiarity with common office software. Previous supervisory experience. Equivalent combination of relevant education and experience may be substituted as appropriate. Preferred Qualifications More than the required qualifications. Extensive experience with administrative functions associated with graduate student coordination. Familiarity with administrative operations in an academic setting. Experience with human resources functions. Working conditions May work around standard office conditions Repetitive use of a keyboard at a workstation A criminal history background check will be required for finalist(s) under consideration for this position. 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. 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. If hired, you will be required to complete the federal Employment Eligibility Verification form, I-9. You will be required to present acceptable, original documents to prove your identity and authorization to work in the United States. Information from the documents will be submitted to the federal E-Verify system for verification. Documents must be presented no later than the third day of employment. Failure to do so will result in dismissal. UT Austin is a Tobacco-free Campus

Keywords: The University of Texas at Austin, Austin, Senior Administrative Associate - Department Manager and Graduate Coordinator, Administration, Clerical, Austin, Texas

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