Administrative Associate

The University of Texas at Austin; Austin (TX); On-site; USD 42,000 - 48,000; Full time

Job summary

The University of Texas at Austin's Applied Research Laboratories seeks an Administrative Associate to provide complex, high-volume administrative support to staff, students, and faculty at the Pickle Research Campus.

Responsibilities include procuring with corporate card, preparing internal forms, coordinating visitor meetings, reviewing timesheets, and other related tasks; requires strong organization and discretion.

Qualifications

• High school diploma or GED required.
• Five years of clerical experience with one year at Administrative Assistant level.
• Detail-oriented administrative work with strong time management.
• Experience with Word, Excel and Adobe Acrobat; willingness to learn more software.

Responsibilities

• Make procurements with corporate card and reconcile accounts, keeping records.
• Prepare internal forms (purchase, travel, shipping, visit requests).
• Arrange visitor meetings, including refreshments and lunch.
• Review and approve timesheets and maintain absence records.
• Perform other related administrative duties as assigned.

Skills

Detail-oriented

Time management

Computer proficiency

Administrative support

Education

High School Diploma or GED

Bachelor’s degree (preferred)

Tools

Word

Excel

Adobe Acrobat

Job description

Job Posting Title

Administrative Associate

Hiring Department

Applied Research Laboratories

Position Open To

All Applicants

Weekly Scheduled Hours

40

FLSA Status

Non-Exempt from FLSA

Earliest Start Date

Immediately

Position Duration

Expected to Continue

Location

PICKLE RESEARCH CAMPUS

Job Details: Purpose

Provide complex, high-volume administrative support for the staff, students, and faculty of the Advanced Technology Laboratory (ATL) within Applied Research Laboratories.

Responsibilities

• Make procurements with corporate credit card as assigned within policies/guidelines, complete associated account reconciliation, and keep detailed records.
• Prepare various internal departmental forms (purchase requests, travel, shipping, visit requests, etc.).
• Preparations for in-house visitor meetings, including order and delivery of refreshments/lunch.
• Review and approve timesheets and maintain absent time records.
• Other related functions as assigned.

Required Qualifications

• High school graduation or GED.
• Five years of demonstrated clerical ability including one year at the Administrative Assistant level.
• Ability to perform detail-oriented administrative work.
• Three years of experience using computers and related software such as Word, Excel, and Adobe Acrobat. Willingness to learn other software applications as necessary.

Applicant must have a dynamic skill set, willing to work with new technologies, be highly organized and capable of planning and coordinating multiple tasks and managing their time. The position will require attention to detail, effective problem solving skills and excellent judgment. Ability to work independently with sensitive and confidential information, maintain a professional demeanor, work as a team member without daily supervision and effectively communicate with all groups of clients. Able to work under pressure and accept supervision. Regular and punctual attendance.

US Citizen. Applicant selected will be subject to a government security investigation and must meet eligibility requirements for access to classified information at the level appropriate to the project requirements of the position.

Preferred Qualifications

• Bachelor’s degree
• More than five years of experience at the Administrative Assistant level.
• High accuracy in spelling, punctuation, grammar, and proofreading.
• One or more years of purchasing experience with a corporate credit card and associated account reconciliation.
• More than three years of experience using computers and related software such as Word, Excel, and Adobe Acrobat. Willingness to learn other software applications as necessary.
• Demonstrated ability to learn quickly and excel.
• Eligibility for immediate access to classified information.

General Notes

An agency designated by the federal government handles the investigation as to the requirement for eligibility for access to classified information. Factors considered during this investigation include but are not limited to allegiance to the United States, foreign influence, foreign preference, criminal conduct, security violations, drug involvement, the likelihood of continuation of such conduct, etc.

Visit our website

Visit our website (www.arlut.utexas.edu) for additional information about Applied Research Laboratories.

UT Austin offers a competitive benefits package that includes

• 100% employer-paid basic medical coverage
• Retirement contributions
• Paid vacation and sick time
• Paid holidays

Salary Range

$42,000-$48,000+/negotiable based on qualifications.

Working Conditions

• Standard office conditions
• Repetitive use of a keyboard at a workstation
• Use of manual dexterity
• Possible weekend, evening and holiday work
• Possible interstate/intrastate travel

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

Employment Eligibility

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

Retirement Plan Eligibility

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

Background Checks

A criminal history background check will be required for finalist(s) under consideration for this position.

Equal Opportunity Employer

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

Pay Transparency

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

Employment Eligibility Verification

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. Failure to do so will result in loss of employment at the university.

E-Verify

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

Compliance

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.