Job Profile: Temporary Administrative Associate – McCombs – Department of Business, Government and Society – (UTEMPS)
Company Name: The University of Texas at Austin
The University of Texas at Austin
• Austin, TX, United States
• via LinkedIn
• 2 days ago
• Full–time
Job highlights
Identified by Google from the original job post
Qualifications
- Bachelor’s degree, one year of experience at the Administrative Assistant 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 skills and demonstrated ability to work independently and as part of a team
- Strong problem-solving skills
- Ability to communicate well in person and in writing
- Ability to assess workload, prioritize tasks, and meet deadlines to successfully manage concurrent projects for multiple areas with accuracy
- Education/Experience beyond the required, advanced knowledge of Microsoft Office Suite, especially with Excel
- Experience with UT Mainframe and web functions, and other UT systems
- Experience working effectively within UT’s administrative infrastructure
- Experience with business support functions in a university academic department or executive office
- Experience maintaining budgets
- 3 work references with their contact information; at least one reference should be from a supervisor
- A criminal history background check will be required for finalist(s) under consideration for this position
- 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
Benefits of The University of Texas at Austin
- $21.50
- 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
Responsibilities
- Oversee CGB calendars, email accounts, and listservs
- Manage CGB files and other assets using UT Box
- Serve as initial point of contact for inquiries
- Provide accurate, timely, and reliable communication to staff, faculty, and vendors via email or other methods regarding administrative issues
- Assist with special projects and any other tasks as related business needs arise
- Serve as backup for other staff
- Attend meetings, workshops or seminars as required
- Manage purchasing and maintain accounting records
- Process expense authorizations, purchase requests, bill payments, and individual reimbursements
- Process contracts and set up new vendors as needed
- Collect documentation, maintain electronic files, log and track expenses, and prepare financial reports
- Organize and execute CGB events
- Support planning and execution of CGB events, including generating and distributing promotional emails, managing and tracking participant registration, and hosting/recording
- Support student programs and marketing efforts as directed Assist with special projects and any other tasks as related business needs arise
- Serve as backup for other staff as needed
- Experience coordinating events and processing travel vouchers including travel for special guests/staff
- Attire: Business Casual
- Standard Office Environment, Use of manual dexterity, Repetitive use of a keyboard at a workstation, Lifting, pushing, or pulling, Standing
- Hours per week – 15
- Generally, work hours will be performed between 8am to 5pm; however, because the Center for Global Business manages student events, there may be some limited evening work
Job description of The University of Texas at Austin
Job Posting Title:
Temporary Administrative Associate – McCombs – Department of Business, Government and Society – (UTEMPS)
• Hiring Department:
UTemp Pool
• Position Open To:
All Applicants
• Weekly Scheduled Hours:
15
• FLSA Status:
Non-Exempt
• Earliest Start Date:
Immediately
• Position Duration:
Expected to Continue Until Jan 10, 2025
• Location:
UT MAIN CAMPUS
• Job Details:
General Information
Only those applicants who are deemed competitive will be contacted and given further instructions regarding the application process. This temporary position may be filled at any time. Please refrain from making phone calls or sending emails. The anticipated conclusion date for this temporary role is January 10, 2025.
Objective
The Center for Global Business, part of the School of Business’s Department for Business, Government, and Society, is seeking an immediate administrative associate to carry out administrative duties and provide event support for the remainder of the Fall 2024 Semester.
Duties
- Manage the CGB calendars, email accounts, and listservs. Organize CGB files and other resources using UT Box. Act as the primary point of contact for inquiries. Ensure accurate, timely, and dependable communication with staff, faculty, and vendors via email or other channels regarding administrative matters. Assist with special projects and any additional tasks as business needs arise. Provide backup support for other staff members. Attend meetings, workshops, or seminars as necessary. Oversee purchasing and maintain financial records.
- Handle expense authorizations, purchase requests, bill payments, and individual reimbursements. Process contracts and establish new vendor accounts as required. Gather documentation, maintain electronic files, log and monitor expenses, and prepare financial reports. Organize and manage CGB events.
- Aid in the planning and execution of CGB events, which includes creating and distributing promotional emails, managing and tracking participant registrations, and hosting/recording sessions. Support student programs and marketing initiatives as directed. Assist with special projects and any additional tasks as business needs arise. Provide backup support for other staff as necessary.
Essential Qualifications
A bachelor’s degree, one year of experience in an Administrative Assistant role, or a high school diploma or GED accompanied by five years of clerical experience, including one year in an Administrative Assistant capacity. Strong interpersonal skills are essential.
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 most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.
