The University of Texas at Austin · 3 days ago
Senior Administrative Associate
Austin, TX
Full-time
Onsite
Mid, Senior Level
3+ years expThe University of Texas at Austin is a prestigious institution committed to building a supportive community and cultivating leaders. They are seeking a Senior Administrative Associate to serve as the primary customer service, financial, and administrative point of contact for the Department of Mexican American and Latino/a Studies.
Corporate TrainingEducationHigher EducationUniversities
Responsibilities
Manage and process financial needs of unit, such as front-end expense approval, invoice review and payment, contracts, purchases, and overall expense management, including budget monitoring and forecasting, reallocation, and financial reporting. Review invoices for purchases of goods and services, confirm receipt, and process and approve payment vouchers. Serve as the procurement officer, including using the various methods for purchasing equipment, goods, and services. Create, authorize, and verify all internal requisitions for accuracy, account numbers, and compliance with purchasing rules. Gather and organize appropriate documentation ensuring compliance with state, local, and grant accounts. Liaise with central UT Accounting and other appropriate university departments as needed. Manage two different databases to track executed contracts, authorizations, payments, renewals, mailings and other activities. Serve as unit ProCard holder, including purchasing and reconciliation
Provide administrative support to leadership on tasks such as curriculum vitae maintenance; email correspondence; meeting scheduling, planning, note-taking, and follow-up; calendar management; unit communications; presentation materials; and administrative coordination of unit programs and initiatives. Manage day-to-day tasks including telephone and visitor reception, managing inquiries, requests, and accommodations with executive-level professionalism. Plan and prepare for visits from official guests. Coordinate employee and staff travel logistics including travel arrangements, travel authorizations, and reimbursements while adhering to university travel policies. Coordinate travel arrangements for guests, including airfare, rental car, and lodging arrangements, honoraria, and any reimbursements, etc. Process travel cash advances for university employees and assists with reconciliation process
Serve as the primary human resource partner and process staff and student appointments, including recruitment, support to hiring committee, appointment processing, new employee onboarding and separations, and personnel records maintenance. Hire, supervise and evaluate student employees
Coordinate annual fellowship and scholarship opportunities including application intake, committee coordination, review, notification, and processing
Use appropriate tools (e.g., files, databases) to organize and track a variety of unit information and maintain unit records, including publication certification, mailing/contact lists, trainee records, research affiliate appointment records, unit sponsorships, equipment inventory, and unit activity records
Establish and document standard operating procedures for routine/repeatable activities; stay up-to-date on College/University policies and procedures; ensure easy access to policy and procedural information for staff through communication and documentation
Provide support for special events, conferences, trainings, workshops, public speaking engagements, and related functions
Qualification
Required
Clerical experience, including one year at either the Administrative Assistant or the Administrative Associate level with a High School Diploma or GED: At least 7 years
Clerical experience, including one year of experience at either the Administrative Assistant or the Administrative Associate level with a Bachelor's Degree: At least 3 years
A demonstrated high level of proficiency in the use of document and budget preparation software, including Adobe Acrobat Professional and Microsoft Office (Word, Excel)
Demonstrated ability to: communicate (written and verbal) and interact skillfully with staff and faculty; work both as a team member and independently without continuous supervision; work with overlapping projects and with sensitive and confidential information; adapt to a dynamic and deadline-driven, customer service-oriented environment
Demonstrated high level of organizational skills and attentiveness to detail
Preferred
More than the required experience with UT systems – Define, Workday, FRMS, Point Plus, UT Market, etc
Experience working in a university setting
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
Represents job field similar to this job
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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