Senior Administrative Associate

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Position Open To:

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Weekly Scheduled Hours:

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Earliest Start Date:

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Position Duration:

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Job Details:

This position will provide high-level administrative and transactional support to the Education Research Center, in the Department of Educational Leadership and Policy. Ensure consistent application of all departmental, University, and UT systems policies and procedures.

• Procurement, Purchasing, & Payments: Responsible for ERC purchasing, procurement, travel, and researcher access fee payments. Order and process Department-related expenses in a timely manner. Work with the Accountant to ensure accurate processing.
• Document and Request Management: Review, evaluate, and prepare incoming documents and ensure proper routing prepare transmittal documents, set up documents for signature complete file set-up and data entry create project status reports, and perform follow-up. Manage FERPA review requests. Manage proposal, extension, and amendment submissions, and researcher onboarding and project and researcher closeouts. Track and document data files each researcher is allowed to access. Routed researcher documents needing signatures through DocuSign. Troubleshoot strategies and challenging issues with researchers and projects. Support internal audits. Assist with administrative tasks and special projects as needed.
• Accounting: Manage folders on the share drive including the policy brief folder. Prepare documents related to travel and reimbursement for travel. Understands how to get things done through formal and informal channels. Work with COE HR with functions related to human resources.
• Website, Inventory & Audit Update documents on the ERC website and send to the IT Coordinator to update the website. Monitor website for accuracy. Keep track of annual downloads from the state agency websites. Provide all necessary/requested documentation for the yearly audit. Track ERC assets, including WORQ Space reports, computer equipment inventory, and computer replacement schedule. Coordinate annual inventory with the Senior Admin Manager and prepare the report for submission. Other related duties as assigned.
• Scheduling: Add researchers to the Google Calendar VM use. Keep track of training requirements and expiration, IRB dates, project expiration, and project extension. Track when payments need to be invoiced. Schedule FERPA reviews and by what date the reviews need to be completed
• Project Coordination: Assist in the coordination of ERC required grant reporting Assist with editing reports or grant proposals. Assist ERC staff and faculty by assisting with various projects. Other related duties as assigned.

Bachelor's degree and five years of experience at the Administrative Associate 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 and problem-solving

skills. Excellent oral and written communication skills. Ability to work independently

and as part of a team. Ability to interact and maintain productive working relationships

with a diverse population of faculty, staff, and students, and maintain a positive and

professional demeanor.

Ability to assess workload, prioritize tasks, and meet deadlines to successfully

manage concurrent projects for multiple areas with accuracy. Experience with

MS Office suite. Ability to learn quickly and be flexible. Experience arranging events.

Experience taking ownership of projects and seeing them through to successful

completion. Ability to undertake and complete tasks with minimal supervision

and exhibit individual initiative in meeting the functions of the position.

Relevant education and experience may be substituted as appropriate.

Experience using UT mainframe accounting system and FRMS.

$55,000 + depending on qualifications

Standard office environment

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

Importantfor 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.

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Employment Eligibility:

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Retirement Plan Eligibility:

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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 and 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.