The University of Texas at Austin · 3 weeks ago
Administrative Associate, Slavic & Eurasian Studies
Austin, TX
Full-time
Onsite
Entry Level
1+ years expThe University of Texas at Austin is home to the Department of Slavic & Eurasian Studies, which focuses on interdisciplinary degree programs related to Russia and Eastern Europe. The Administrative Associate plays a crucial role by providing advanced administrative and financial support, managing departmental communications, and ensuring the smooth operation of the department's activities.
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Responsibilities
Serve as the department’s primary contact for purchasing, reimbursement, and payment requests or inquiries from faculty, students, staff, and guests. Responsibilities include reviewing requests and obtaining necessary approvals, working with the Centralized Business Services (CBS) team to create and process vouchers, coordinating with vendors, managing ProCard reconciliation, assisting the Department Manager in maintaining accurate budgets and documentation, ensuring adherence to relevant policies, and performing other related tasks
Serve as the primary point of contact for visitors. Greet visitors, handle requests from faculty and students, and answer the department's main phone line, directing calls as necessary. Responsible for the opening and closing of main offices and shared departmental spaces. Assist with maintaining departmental calendars and scheduling activities. Manage the schedules of student employees in the department, ensuring there is sufficient office coverage each semester. Oversee the departmental equipment inventory database and manage its annual review. Maintain inventory of office and break room supplies. Process supply orders via UT Market and Amazon Business, and track orders as necessary. Check and distribute the mail and manage deliveries to the department. Provide basic IT support to faculty and staff in the department, collaborating with LAITS/UT ITS for issues requiring advanced troubleshooting. Submit maintenance orders for the department and coordinate with Facilities to address any problems
Manage department travel reservations, payments, and reimbursements for faculty, staff, and guests. Responsibilities include initiating travel authorizations, coordinating arrangements with hotels and other travel vendors, processing reimbursements and purchase orders, ensuring policy compliance, and performing related duties
Support staff and faculty with financial or travel-related tasks for departmental events and meetings (e.g., orientations, lectures, receptions, conferences, and faculty meetings). Responsibilities include assisting the event lead with travel arrangements, purchasing supplies, catering orders and other entertainment-related purchasing, processing payments, and helping with setup, cleanup, and other tasks for all events and meetings
Assist Department Chair and senior staff with annual grant reporting, special projects, and other assignments as needed. Attend relevant university or college training sessions, update all related internal documentation, and disseminate information to the appropriate constituents. Other related duties as assigned
Other related duties as assigned
Qualification
Required
A bachelor's degree plus one year of clerical or administrative experience, or a high school diploma combined with five years of clerical or administrative experience, is required
Strong interpersonal skills and a positive, professional demeanor are essential for this role
Outstanding organizational, problem-solving, and time-management skills, along with a keen eye for detail, are key attributes for this position
Excellent oral and written communication skills and the ability to engage positively and maintain productive working relationships with various constituents are necessary
The candidate must be punctual and dependable, proficient in Excel (intermediate+ skills: conditional formatting, PivotTables, nested IF statements, lookup functions, dashboards, etc.), and capable of working independently as well as part of a team
The ability to effectively manage and follow through on multiple tasks and projects, and a willingness to adapt to and improve upon processes, technologies, and applications or software, are essential
Preferred
Experience using the UT mainframe accounting system
Familiarity with UT operating procedures and administrative guidelines
Experience with event planning
M365 experience (Teams, SharePoint, Forms, etc.)
Experience working in higher education
Benefits
The university offers an impressive benefits package.
Company
The University of Texas at Austin
The University of Texas at Austin is one of the largest public universities in the United States.
10001+ employees
H1B Sponsorship
The University of Texas at Austin has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
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Trends of Total Sponsorships
2025 (282)
2024 (210)
2023 (175)
2022 (186)
2021 (187)
2020 (190)
Funding
Current Stage
Late StageTotal Funding
unknownKey Investors
Republic Capital Group
2022-09-14Series Unknown
Leadership Team
Will Whiting
Chief Development Officer
Recent News
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