Records and Information Management Services Administrative Associate

University of Texas at Austin

5d•$42,000 - $47,000•Hybrid

About The Position

Your skills will make a difference. You’ll be working for a university that is internationally recognized for our academic programs and research. Your work will make a difference in the lives of university staff, thereby enhancing the student experience. If you’re the type of person that wants to know your work has meaning and impact, you’ll like working in our department and for UT Austin. UT Austin provides an outstanding benefits package including but not limited to: 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 Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b) Flexible spending account options for medical and childcare expenses Robust free training access through LinkedIn Learning plus professional conference opportunities Tuition assistance Expansive employee discount program including athletic tickets Free access to UT Austin's libraries and museums with staff ID card Free rides on all UT Shuttle and Austin CapMetro buses with staff ID card For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards Must be authorized to work in the United States on an ongoing, full-time basis for any employer without sponsorship. Purpose Performs moderately complex (journey-level) staff services work across multiple staff and business services functions for the Records and Information Management Services (RIMS) department. Works under general supervision of the RIMS Director, with limited latitude for the use of initiative and independent judgment. Uses knowledge of office practices and administrative procedures. Implements administrative systems and procedures and interprets rules, regulations, policies, and procedures.

Requirements

Diploma (High School) or GED and at least 1+ year of experience in clerical or administrative support work.
Skill in the use of standard office equipment and software, including the Microsoft 365 suite with emphasis on MS Outlook and MS SharePoint.
Ability to communicate effectively via telephone and email.
Relevant education and experience may be substituted as appropriate.

Nice To Haves

2-3 years of experience in clerical or administrative support work.
1+ year of experience in office management support work OR associate’s degree (or equivalent) with related coursework in human resources, public or business administration, information science, or a related field.
Experience performing records management tasks and using a records retention schedule.
Experience working with MS Power Automate Flows.

Responsibilities

Performs complex administrative duties across multiple staff and business services functions, such as human resources, accounting, purchasing, travel, records management, information technology, and property management.
Orders supplies and equipment according to University guidelines.
Coordinates travel arrangements for department staff.
Processes monthly invoices and coordinates approvals from University customers before submitting for payment processing.
Coordinates work with other campus departments as needed.
Provides direct support for the RIMS Director in the day-to-day operations of the RIMS department.
Maintains RIMS internal and external meeting calendars, including coordinating with other UT departments to schedule meetings and consultations.
Creates meeting agendas, prepares meeting materials, manages meeting recordings and transcripts (where needed), and documents and communicates decisions and action items to the participants after the meeting.
Coordinates with RIMS staff to collect deliverables on cross-functional assignments.
Compiles performance metric data into reports.
Proofreads reports, presentations, policies, procedures, and other external-facing documents and remediates to meet accessibility standards when needed.
Performs related duties as required.
Coordinates the development and periodic review of internal process documentation with departmental subject matter experts.
Assists RIMS staff with form and template development to meet accessibility and University branding standards.
Monitors the primary RIMS shared inbox and responds to routine inquiries.
Routes inquiries and requests to other RIMS staff or other UT departments when appropriate.
Manages RIMS correspondence and requests for consultation.
Drafts and proofs responses to inquiries.
Categorizes and files emails within established filing structure.
Manages RIMS records, including implementing and maintaining filing systems.
Maintains the departmental records inventory.
Assists with the identification and transfer of inactive records.
Prepares records for storage or destruction.
Provides administrative and technical support to the RIMS training program, including but not limited to distributing marketing materials, preparing materials for in-person events, and providing other logistical support as needed.
Acts as a backup for other training administration tasks, including but not limited to using UTLearn to track registration and attendance, scheduling virtual sessions, and ensuring materials and recordings are posted to the RIMS public-facing site and meet accessibility requirements.
Coordinates and assists with developing job postings and screening applicants.
Answers policy and procedure questions on common personnel management and benefits activities and liaises with human resources for additional support as needed.
Assists with development, editing, and maintenance of public-facing web and SharePoint sites, including web content, guides, and other information resources.
Maintains internal RIMS documentation in SharePoint and the internal RIMS wiki.
Performs other duties as assigned. This includes professional development to stay up-to-date on records and information management fundamentals, University administrative processes, and use of relevant software needed to perform duties.

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
Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b)
Flexible spending account options for medical and childcare expenses
Robust free training access through LinkedIn Learning plus professional conference opportunities
Tuition assistance
Expansive employee discount program including athletic tickets
Free access to UT Austin's libraries and museums with staff ID card
Free rides on all UT Shuttle and Austin CapMetro buses with staff ID card