Senior Administrative Associate

University of Texas at Austin

2d•Onsite

About The Position

Serves as the primary customer service, financial, and administrative point of contact for the unit and stakeholders within and outside the University. Responsibilities include managing and processing financial needs, serving as the procurement officer, providing pre and post-award administrative support, assisting leadership with administrative tasks, managing day-to-day operations, coordinating travel, serving as the primary human resource partner, maintaining unit records, establishing standard operating procedures, and providing support for special events.

Requirements

High School Diploma or GED and at least 7 years Clerical experience, including one year at either the Administrative Assistant or the Administrative Associate level.
Bachelor's Degree and at least 3 years Clerical experience, including one year of experience at either the Administrative Assistant or the Administrative Associate level.
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.
Demonstrated ability to work both as a team member and independently without continuous supervision.
Demonstrated ability to work with overlapping projects and with sensitive and confidential information.
Demonstrated ability to adapt to a dynamic and deadline-driven, customer service-oriented environment.
Demonstrated high level of organizational skills and attentiveness to detail.

Nice To Haves

More than the required experience with UT systems – DEFINE, Workday, FRMS, Point Plus, UT Market, etc.
Experience working in a university setting.

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 a database to track executed contracts, authorizations, payments, and renewals.
Serve as unit ProCard holder, including purchasing and reconciliation.
Provide pre and post-award administrative support including information gathering for PI(s), costing allocation updates, effort reports, transfers, progress reports, contractual amendments, subaward invoice payments, expense management, and grant close-outs.
Provide administrative support to leadership on tasks such as 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 travel for unit staff and visitors as appropriate, including creating and revising itineraries, preparing appropriate paperwork, booking travel and accommodations, and processing reimbursements.
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.
Use appropriate tools 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.
Other related functions as assigned