Administrative Associate

University of Texas at Austin•Austin, TX

41d•$50,000

About The Position

The Administrative Associate will support the financial manager and program staff in the daily operations and functions of the All In 2024 GEAR UP, All In 2025 GEAR UP, Mindset College Ready GEAR UP, GUIDES GEAR UP, and Reset and Reimagine (R2) GEAR UP grants. The position will also be responsible for entering, supporting, and assisting in auditing match/in-kind data for multiple GEAR UP grants. Position is expected to start immediately and will end on September 30th, 2026.

Requirements

Diploma (High School) or GED and at least 5 years of clerical experience; or Bachelor’s degree and at least 1 year of experience at the Administrative Assistant level.
Relevant education and experience may be substituted as appropriate.
Resume/CV
3 work references with their contact information; at least one reference should be from a supervisor
Letter of interest

Nice To Haves

Experience currently or previously working at The University of Texas at Austin.
Prior experience with GEAR UP and/or federal grants.

Responsibilities

Enter match/in-kind data for multiple GEAR UP grants.
Set up and participate in monthly match/in-kind meetings with Coordinators.
Arrange travel for employees and non-employees including flight, hotel, and rental car accommodations.
Process and track reimbursements for business trips and training sessions for grant staff.
Draft and edit correspondence, proposals, and reports.
Perform administrative duties, including responding to telephone and email inquiries, ordering supplies, and shipping materials.
Create and track VP2 invoice payments, organize working lunches including creation of Official Occasion Expenses form (OOEF) and payment on VPE, solicit bids, create and process purchase orders (POs), use UT Market purchasing, and coordinate shipping.
Review, process, and reconcile invoices from vendors.
Ensure sufficient and appropriate funds in accounts and sub-accounts.
Coordinate logistics for events and staff trainings, including meeting space, hotel arrangements, food, AV, registration, and rooming lists.
Register program staff for conferences.
Assist with organizing in-kind/match supporting documentation such as FAQ pages, procedures, match forms, and manuals.
Other duties as assigned.