Administrative Associate

University of Texas at Austin

3d • Onsite

About The Position

This position will assist the Department of Integrative Biology administrative team with a variety of tasks, primarily overseeing the departmental seminar series, which involves accounts payable and coordination of travel for speakers. In addition, will be responsible for providing poster printing services. The University of Texas at Austin is a dynamic work environment and a gateway to vibrant local culture. Named by Forbes as one of America's Best Large Employers for the sixth year in a row in 2025, UT offers both a dynamic work environment and a gateway to vibrant local culture. Whether you're at the forefront of the student experience, conducting world-changing research or supporting the engine that drives Texas’ flagship university, working at UT means making a lasting impact on our city, our state and our world. Our more than 20,000 faculty and staff empower 55,000+ students to challenge ideas, pursue passions and shape their futures. Joining UT, you’ll become part of a community dedicated to making a meaningful impact on campus and throughout the world.

Requirements

• One year of experience with bachelor's degree or five years with a high school diploma.
• Excellent customer service ability.
• Strong written, oral and interpersonal skills.
• Ability to work cooperatively within a team environment.
• Ability to work independently with limited supervision.
• Demonstrated experience with Word, Excel, Box and MS 365.
• Must be authorized to work in the United States on a full-time basis for any employer without sponsorship.
• Criminal background checks conducted on selected candidate.
• Hiring decision is contingent upon applicant clearing background checks.
• If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form.
• You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States.
• Documents need to be presented no later than the third day of employment.

Nice To Haves

• Bachelor's degree and administrative assistant experience of at least two years.
• Experience in performing accounting functions within an office environment, utilizing software such as Excel, Word, DocuSign, and Box.
• Familiarity in arranging travel logistics and managing related expenses efficiently.

Responsibilities

• Print research posters for CNS community and process all payments/receipts for posters.
• Serve as graphic designer for CNS community for posters and illustrations for publications, process payments/receipts for these services
• Design IB seminar advertisements and announcements for PAT lobby displays
• Oversee and manage the departmental seminar series. This includes working with various groups to coordinate/buildout the schedule, reserving seminar rooms on campus, creating fliers, making sure announcements are sent out, booking hotel and making flight accommodations for speakers, and processing reimbursements and/or any payments within our UT DEFINE system (VE5, VE6, VP5, VP2, NETA, VT6, etc.)
• Creating vendor ID’s as needed (PIF, GGV).
• Coordinate and process departmental administrative office staff Procards and Eship Global payment vouchers (VP7, VP9’s). This includes working with staff to make sure they have provided correct supporting documentation for all transactions on the vouchers needing to be processed.
• Assist with processing of daily accounts payable, (including invoices, pro-cards, eShip Global), process non-employee payments and reimbursements.
• Create electronic documents in these areas if needed.
• Provide consistent, timely and reliable communication to clients via email or other methods regarding status of approvals, returns and process changes.
• Support other department administrative office staff by assisting with various projects and other functions as assigned.

Benefits

• Competitive health benefits (employee premiums covered at 100%, family premiums at 50%)
• Voluntary Vision, Dental, Life, and Disability insurance options
• Generous paid vacation, sick time, and holidays
• Teachers Retirement System of Texas, a defined benefit retirement plan, with employer matching funds
• Flexible spending account options for medical and childcare expenses
• Free rides on all UT Shuttle and Austin CapMetro buses with staff ID card

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED