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The University of Texas at Austin · 2 weeks ago

Senior Administrative Associate, College of Natural Sciences

UT MAIN CAMPUS

Full-time

Onsite

Mid, Senior Level

3+ years exp

The University of Texas at Austin's College of Natural Sciences is dedicated to fostering a supportive work environment. They are seeking a Senior Administrative Associate to provide high-level administrative support for the Dean's Office, focusing on financial processing, scheduling, event coordination, and ensuring efficient workflow.

Corporate TrainingEducationHigher EducationUniversities

No H1B

Responsibilities

Financial and Budget Support: Assist the Dean's Office leadership with transaction tracking and budget management for special initiatives. Process vouchers, payments, purchase orders, and travel-related documents for select events. Process vouchers and payments for the Dean's travel; provide guidance on exception requests and entertainment expenses for events hosted or attended by the Dean. Oversee One-Time Funding Requests processed through the Dean's Office, collaborating with the Business Services team to identify appropriate accounts and ensure completion through final payment

Event Planning and Execution: Provide logistical and planning support for college-wide events hosted by the Dean's Office (e.g. holiday parties, receptions, award celebrations). Play a leading role in the biannual Texas Science Festival, including website and marketing development, Zoom webinar execution, and participant training for live and virtual events

Reception and Office Support: Manage the Dean's reception area and inventory; supervise student employees and provide backup reception assistance

Calendar and Scheduling Support: Provide backup scheduling support, including appointment coordination, meeting confirmations, and assisting the Dean when needed

Smartsheet Management: Maintain and manage the Smartsheet account for the Dean's Office

Qualification

Microsoft 365Event PlanningClerical ExperienceBudget ManagementInterpersonal Communication

Required

A bachelor's degree and at least three (3) years of recent clerical experience with general office functions

Proficiency with digital tools and platforms, including Microsoft 365 and standard office equipment. Comfort learning new systems and procedures

Demonstrated reliability, including consistent follow-through and timely completion of tasks

Proven ability to prioritize responsibilities and manage concurrent projects, while maintaining a high level of accuracy and attention to detail

Excellent written, oral, and interpersonal communication skills

Preferred

Experience with UT Austin systems, policies, and processes, including purchasing and payment policies

Experience planning, coordinating, and executing events of varying size and complexity

Benefits

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.