Senior Administrative Associate (Salary)

Job Posting Title:

Senior Administrative Associate (Salary)

—-

Hiring Department:

Texas Parents Association

—-

Position Open To:

All Applicants

—-

Weekly Scheduled Hours:

40

—-

FLSA Status:

Non-Exempt

—-

Earliest Start Date:

Nov 01, 2022

—-

Position Duration:

Expected to Continue

—-

Location:

UT MAIN CAMPUS

—-

Job Details:

General Notes

Only competitive applicants selected will be contacted and provided with instructions on the continued application process. This assignment may be filled at any time. Please, no phone calls or emails.

The Division of Student Affairs supports all members of the university community through our mission of developing programs and services that allow everyone to thrive and contribute to the dedicated excellence at the core of our institutional mission. We model diversity and inclusion by providing open, welcoming and inclusive environments in which to work, live and learn.

Purpose

Manage the business aspects of the department’s operation including, but not limited to, accounting and budgetary systems, records retention, student staff hiring to supervision cycle, and coordination of the brick paver program. Management will focus on streamlined procedures and fluid day-to-day operations.

Responsibilities

• Perform office management, coordinating workflow and ensuring streamlined office procedures and fluid day-to-day operations. Responsible for phone systems, office equipment, supply orders, maintenance requests, etc. Perform other general clerical responsibilities as necessary (ex. tracking mail campaigns, student death notifications, etc.) Maintain, order and inventory stock for member benefits. Coordinate membership mail-outs with University Mail Services and Membership Associate. Oversee the records retention process for the office.

• Perform accounting clerical procedures and budgets for the department. Process entertainment expense forms, purchasing and telephone quote sheets and invoicing. Enter and maintain accurate data in budget books, and perform reconciliations. Maintain ProCard log and create monthly statement report. Coordinate travel requests and reimbursements, and vendor payments.

• Supervise and provide leadership to the student office and Family Orientation staffs. Create job descriptions, recruit, interview, hire, train, schedule, evaluate and mentor students. Oversee HR appointments. Verify and approve time sheets and track wage expenditures. Provide on-site supervision at all Family Orientation sessions.

• Coordinate and execute the brick paver gift cycle: process gifts and donations, communicate gift acknowledgements to donors, obtain and confirm engraving instructions from donors, secure brick order and ensure vendor accuracy with all engraving instructions, coordinate installment of bricks with Facilities, complete reconciliations according to institutional policies and procedures, and coordinate stewardship correspondence with donors.

• Oversee cycle for Texas Parents supporting member benefit of mail and package delivery including, but not limited to, electronic request-to-ship form audit, log-in packages upon arrival, package tracking, contact student for pick-up, and complete necessary steps to transfer package/mail into student’s possession.

• Serve as a contributing staff member in a team-centric and collaborative environment, functioning capably in a dynamic, fast-paced  office. Substitute for other staff as necessary. Keep abreast of current events as they pertain to students and their families. Perform other duties as assigned.

Required Qualifications

• High School Diploma or GED with at least 7 years of clerical experience; OR Bachelor’s Degree with at least 3 years of clerical experience

• Experience performing complex administrative functions

• Demonstrated accuracy, ability to pay great attention to details, organizational skills, and an ability to learn quickly

• Excellent interpersonal skills

• Demonstrated self-starter with an ability to work independently

• Excellent verbal and written communication skills

• Proficient computer skills including Excel, Word and a database program such as Access or FileMaker Pro

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Direct experience performing tasks similar to the essential functions of the position. Prior UT Austin work experience, knowledge of UT Austin’s policies and procedures, and UT history and traditions. Knowledge of student programs, organizations and activities at The University of Texas at Austin. Experience using Adobe, DocuSign, Quicken or QuickBooks, FileMaker Pro, the University’s VIP  and DEFINE systems. 

Salary Range

$49,680

Working Conditions

• Adhere to departmental performance standards. Regular and punctual attendance in the workplace required, and work additional hours when required. Comply with departmental and university policies and procedures, and all other university and system rules and regulations. Security sensitive position. Position is a Campus Security Authority pursuant to the Clery Act and University policy, and a Responsible Employee pursuant to Title IX and University policy.

• Repetitive use of a keyboard at a workstation, use of manual dexterity, climbing of stairs, lifting and moving, exposure to alarms, fumes, large crowds, microwave emissions, noise and windowless work area. May work around chemical fumes, and around standard office conditions.

• Work under stress, with interruptions, as a team member and with overlapping projects. Work independently with limited direction, with large number of people, and in shared office space.  Maintain ability to interact cooperatively with staff and participants, communicate effectively both in written and verbal form, have direct customer contact, be flexible, think creatively and use initiative, be supervised, adhere to University policies and procedures, organize time and documents effectively, perform multiple tasks, function capably in a complex organizational structure with fast-paced working conditions, wear appropriate office attire, make independent judgments, maintain confidentiality, maintain professional demeanor, delegate tasks, provide leadership, supervise others, and maintain knowledge required to perform professional duties.

• Additional hours required during peak times. Position is classified non-exempt.

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.

—-

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) [PDF]
• E-Verify Poster (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 2021 report here or obtain a copy at University Compliance Services, 1616 Guadalupe, Suite UTA 2.206, Austin, TX 78701.