Administrative Associate - Clements Center

utaustin; Austin (TX); On-site; USD 45,000 - 55,000; Full time

Benefits offered by this job

Health benefits

Vision Insurance

Dental Insurance

Life Insurance

Disability insurance

Retirement plan

Paid vacation

Job summary

The University of Texas at Austin's Clements Center is seeking an Administrative Associate to provide accounting and administrative support for financial operations.

You will process invoices, reconcile accounts, assist with procurement and travel, maintain records, and support month-end closings, with on-campus, 40-hour work week. Strong organizational skills and Excel experience are required.

Qualifications

• High school graduation or GED.
• Two years of accounting, bookkeeping, or financial administrative experience.
• Experience with Microsoft Excel and Microsoft Office.
• Ability to maintain accurate financial records.
• Strong organizational skills and attention to detail.
• Effective written and verbal communication skills.

Responsibilities

• Process invoices, vouchers, reimbursements, deposits, and other accounting transactions.
• Reconcile departmental accounts and resolve routine discrepancies.
• Review financial documents for completeness, accuracy, and compliance with university policies.
• Assist with procurement, payment processing, expense reporting, and travel reimbursements.
• Maintain financial records and supporting documentation.
• Support month-end and fiscal year-end closing activities.
• Manage departmental office supplies and inventory.
• Provide customer service to faculty, staff, students, and university business offices.
• Perform other accounting and administrative duties as assigned.

Skills

Accounting

Bookkeeping

Financial administration

Excel

MS Office

Education

High school diploma

Associate's degree

Tools

FRMS

DEFINE

Job description

Administrative Associate - Clements Center

Hiring Department: Clements Center for National Security

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: AUSTIN, TX

Job Details

General Notes

The Clements Center for National Security at The University of Texas at Austin draws on the best insights of diplomatic and military history with the mission to train the next generation of national security leaders. For more information on The Clements Center, please visit: www.clementscenter.org 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 contribute to operational excellence and enhance 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.

• 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 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

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 U.S. on a full-time basis for any employer without sponsorship.

Purpose

Provides accounting and administrative support for the Clements Center for National Security's financial operations. Processes routine financial transactions, reconciles accounts, reviews financial documents for accuracy and compliance, and supports purchasing, travel, and financial reporting. Maintains financial records, manages office inventory and supplies, and provides administrative support for departmental operations while ensuring compliance with university policies and procedures.

Responsibilities

Financial Operations

• Process invoices, vouchers, reimbursements, deposits, and other accounting transactions.
• Reconcile departmental accounts and resolve routine discrepancies.
• Review financial documents for completeness, accuracy, and compliance with university policies.
• Assist with procurement, payment processing, expense reporting, and travel reimbursements.
• Maintain financial records and supporting documentation.
• Support month-end and fiscal year-end closing activities.

Administrative Operations

• Manage departmental office supplies and inventory.
• Coordinate ordering and receipt of office materials.
• Maintain departmental financial and administrative files.
• Provide customer service to faculty, staff, students, and university business offices.
• Perform other accounting and administrative duties as assigned.

Required Qualifications

• High school graduation or GED.
• Two years of accounting, bookkeeping, or financial administrative experience, or an equivalent combination of education and experience.
• Experience with Microsoft Excel and Microsoft Office.
• Ability to maintain accurate financial records.
• Strong organizational skills and attention to detail.
• Effective written and verbal communication skills.

Preferred Qualifications

• Associate's degree in Accounting, Business Administration, Finance, or related field.
• Experience using UT financial systems: Financial Resource Management System (FRMS) and DEFINE.
• Experience with procurement, accounts payable, travel, and reimbursement processing.
• Experience reconciling multiple accounts or funding sources.
• Experience in higher education.
• Knowledge of UT Austin policies and procedures.

Salary Range

$50,000 + depending on qualifications

Working Conditions

• Standard office environment
• Repetitive use of a keyboard or computer

This position is designated as an on-campus position and requires regular, in-person attendance at The University of Texas at Austin.

Required Materials

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

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then