Senior Administrative Associate, Department of Mechanical Engineering

University of Texas at Austin

21h•Hybrid

About The Position

The Walker Department of Mechanical Engineering at The University of Texas at Austin is seeking a Senior Administrative Associate. This role is responsible for processing a high volume of travel and travel-related reimbursements, as well as all departmental entertainment reimbursements. The department is a leading engineering school known for its innovation and research, with a supportive community focused on solving 21st-century challenges. This position may be eligible for hybrid work based on business needs and supervisor discretion.

Requirements

High School diploma or GED and seven years of clerical experience, including one year at the Administrative Assistant or the Administrative Associate level.
Bachelor's degree and three years of relevant experience.
Demonstrated ability to manage conflicting deadlines in a fast-paced and dynamic work environment.
Demonstrated ability to work effectively under pressure and maintain composure.
Excellent written and verbal communication skills.
Excellent attention to detail.
Experience with Microsoft Word, Excel, PowerPoint and Outlook.
Relevant education and experience may be substituted as appropriate.

Nice To Haves

Prior experience in an academic or research environment.
DEFINE voucher processing (VE5, VP5, VP2, VPE).
Working knowledge of university purchasing procedures and policies.

Responsibilities

Process travel authorizations and vouchers for current and prospective faculty, staff, and students, as well as visitors and other UT affiliates through UT’s Request Forms system and DEFINE (VE5, VE6, VP5, VP2, NETA, ESA, VT6, etc.).
Create vendor IDs as needed (PIF, GGV).
Assist with transportation, hotel, and rental car arrangements in Concur as needed.
Process all entertainment payments and reimbursements (VPEs).
Assist with the travel coordination for high volume events: seminars, faculty recruitment, graduate recruitment, etc.
Support and assist large research groups within the Department of Mechanical Engineering concerning travel and entertainment reimbursements.
Provide training and education on UT Travel and Entertainment policies and procedures for faculty, staff and students.
Other duties 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 8.25% employer matching funds
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