JSG Business Services Office – Administrative Associate

Job Posting Title:

JSG Business Services Office – Administrative Associate

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Hiring Department:

John A and Katherine G Jackson School of Geosciences

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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:

Purpose

Works at the front desk and oversees customer experiences for the Jackson School’s Business Services Office, providing high level assistance to the manager and staff.

Responsibilities

• Assist the Business Services Manager, supporting office initiatives and helping to ensure efficient office operations. Assist with meeting coordination and communications, processing related documents. Assist with projects related to technology updates and document flow. Work closely with Purchasing, Travel, Accounting and Human Resource units to provide process support. ​

• Oversee front desk operations, serving as frontline resource, exemplifying a service-oriented, welcoming, and professional business office. Perform opening and closing duties. Handle and manage sensitive and confidential administrative documents and information. Represent the office in a positive manner at all times. Supervision of student employees providing administrative support to the team.

• Oversee principal office ticketing system, ensuring appropriate routing and monitoring of documents and requests. Maintain business services ticketing reporting, following documents and actions from request to timely completion, including responding to status inquiries. Provide monthly reporting from ticketing system. Communicate and uphold policies and procedures. Monitor, track, and implement office calendars.

• Oversee document flow through the office and submission to Central Offices.  Assist with departmental records retention and document archiving.

• Responsible for the Official Occasion event forms, including performing detailed reviews of forms submitted requiring approval, enforcing BSO policies regarding this process, following up as necessary if corrections or additional information is required before obtaining signatures. This process also includes tracking, filing, and being a resource for customers and staff regarding these forms and process.

• Process payment vouchers to include invoice payments, reimbursements, and transfer documents in a timely and accurate manner. Responsible for processing bills for DGS accounts, such as FedEx and UPS, and payments related to shipping which also includes the e-ship global on VP9s. Responsible for working with DGS to maintain the vehicle service center billing up to date. Billings for the service center should be processed no less than every 2 weeks.  Keep up to date on University policies and procedures to ensure that payments follow the appropriate rules and constraints.

• Responsible for travel coordination for DGS fieldtrips. Work closely with DGS staff to process required paperwork for fieldtrips during the school year and support DGS staff when coordinating summer field courses.

• Support Human Resources with 0% assignments and with compliance notifications, including escalation process when employees do not respond to standard reminders.

• Oversee mail distribution, assist with package receiving and shipping, and campus deliveries. Monitor office areas at all times to maintain professional appearance. Monitor facility and equipment functionality, repair and maintenance requests and work with other campus offices to facilitate prompt resolution when repairs are necessary.

• Other related duties as assigned.

Required Qualifications

High school graduation or GED. Five years of experience with clerical functions.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Familiarity with DEFINE and Workday, proficiency in Microsoft Office, Filemaker Pro, and other software applications. Planning and organizational skills. Familiarity with UT policies and procedures. Bachelor degree and prior experience working in an academic unit.

Salary Range

$45,000

Working Conditions

• May work around standard office conditions

• 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) [PDF]
• E-Verify Poster (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.