Senior Administrative Associate

The University of Texas at Austin • Austin, UT

4h • Onsite

About The Position

To support the growing needs of the Department of Air and Space Force Science programs at the University of Texas.

Requirements

• At least seven years of clerical experience with a High School Diploma or GED; or at least three years of experience at the Administrative Assistant level with a Bachelor's Degree.
• Demonstrate strong organizational skills, customer service, prioritization skills, and demonstrate ability to work with little supervision.
• Demonstrate punctuality and professional demeanor.
• Demonstrate excellent written and oral communication skills.
• Experience with Microsoft Office, DEFINE, Workday, FRMS, and Adobe Pro.
• Relevant education and experience may be substituted as appropriate.

Nice To Haves

• Experience working in a university academic or administrative setting.
• Demonstrate ability to work independently, research UT policies, and support department events by providing administrative skills in a collaborative work environment supporting multiple projects and personnel.
• Experience in using NRRECS, NTTVR, CLASP, EOM, Advisory Toolkit.

Responsibilities

• Assist the chair/ROTC Commander: compose and review correspondence; prepare reports; schedule meetings; advise on University policies and procedures.
• Manage course scheduling, room scheduling, catalog production and grade reporting. Assist with syllabus development and review for content and oversee registration.
• Provide administrative support for the department: maintain departmental web page; maintain files and inventory; advise as a member of Liberal Arts Senior Staff Organization (LASSO); collaborate with COLA administration; serve as department Timekeeper; oversee and serve as point of contact for facilities maintenance, phone services, long distance access, and information technology; answer questions, provide guidance, and direct employees to resources to resolve HR concerns.
• Provide staff and cadet support involving events on and off campus as well as advising staff and cadets regarding proper policies and procedures.
• Serve as Office Manager and Electronic Office Manager (EOM): process/manage all financial transactions, including scholarships, contracts, accounting, and purchasing functions/processes; process all travel documents, reimbursements, and payments; serve as ProCard holder; advise chair and staff regarding accounting policies and procedures.
• Serves as Cadet Pay Manager: creates payment profiles for cadets and reviews Air Force 257 pay reports via Air Force system (WINGS), to ensure proper stipends are dispersed.
• Serve as the liaison between the Department of Air and Space Force Science, the Dean’s Office, the University, five cross-town institutions, and Air Force ROTC headquarters: manage scholarship billing, including communicating academic progress and scholarship eligibility information between UT billing and Air Force ROTC headquarters; coordinate faculty recruitment, including processing Prior Approval Requests (PARs).
• Other related functions as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees