The University of Texas at Austin · 1 month ago
Senior Administrative Associate
Austin, TX
Full-time
Onsite
Senior Level
5+ years expThe University of Texas at Austin is a prominent educational institution, and they are seeking a Senior Administrative Associate to provide high-level administrative and transactional support to the Department of Educational Leadership and Policy. The role involves managing procurement, document management, event coordination, and serving as a key point of contact for the department.
Corporate TrainingEducationHigher EducationUniversities
Responsibilities
Responsible for Department and ERC purchasing, procurement, and payments, researcher access fees. Order and process Department-related expenses in a timely manner. Serve as the Department's ProCard holder. Request, collect, and upload receipts to UT Box for reconciliation. Responsible for creating payment vouchers (VP1, VP2, and VPE documents). Process Official Occasion Expense Forms as appropriate. Serve as department representative for contract processing in ContractsPlus
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. Coordinate with COE HR for any HR needs
Update documents on the ERC website and send to the IT Coordinator to update the website. Monitor website for accuracy. Annual downloads from the state agency websites. Provide all necessary/requested documentation for the yearly audit. Maintain the ERC equipment inventory database. 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
Add researchers to the Google Calendar VM use. Keep track of training requirements and expiration, IRB dates, and project expiration. Track when payments need to be invoiced. Schedule FERPA reviews and by what date the reviews need to be completed
Assist in the coordination of events and meetings and logistics for department meetings and events (including new student orientation, semester receptions, retirement receptions, guest lectures, faculty recruiting, etc.). Additional tasks: Assist the Senior Administrative Manager with tasks and projects as needed. Support other Department Administrative Office staff and ERC faculty and staff by assisting with various projects. Other related duties as assigned
Responsible for assisting individuals with reserving ELP classrooms for non-class-related events. Maintain ELP-controlled classrooms and spaces to keep them ready for academic use. Inventory: Assist Senior Administrative Manager with departmental equipment inventory. Front Office: Serve as the first point of contact for ELP visitors when work study staff is not present. Answer the department's main line and direct calls to other offices or staff, and greet the public. Responsible for office supplies and keeping the lobby and kitchen tidy
Qualification
Required
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
Preferred
Experience using UT mainframe accounting system and FRMS
Benefits
Health insurance (premiums covered 100% for full-time benefits-eligible employees)
Retirement plans
Paid leave
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
Funding
Current Stage
Late StageTotal Funding
unknownKey Investors
Republic Capital Group
2022-09-14Series Unknown
Leadership Team
Will Whiting
Chief Development Officer
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