Administrative Associate - Clements Center

University of Texas at Austin; Austin (TX); On-site; USD 50,000 - 65,000; Full time

Benefits offered by this job

Health benefits

Paid vacation and holidays

Tuition assistance

Library and museum access

Job summary

The University of Texas at Austin is seeking an Administrative Associate for the Clements Center for National Security in Austin, TX. The role provides accounting and administrative support, handling invoices, reconciliations, procurement, travel reimbursements, and financial reporting with emphasis on accuracy and compliance.

The position requires strong organizational skills, experience with Excel and Microsoft Office, and effective written and verbal communication.

Qualifications

• High school diploma or GED required.
• Two years of accounting, bookkeeping, or financial administrative experience preferred.
• Experience with Microsoft Excel and Microsoft Office.

Responsibilities

• Provide accounting and administrative support for financial operations.
• Process invoices, reconciliations, travel reimbursements, and purchasing.
• Maintain financial records and support month-end and year-end closing.
• Offer administrative support and customer service to faculty, staff, students.

Skills

Attention to detail

Written communication

Verbal communication

Education

High school diploma or GED

Associate’s degree in Accounting or Business Administration

Tools

Microsoft Excel

Microsoft Office

Job description

Job Posting Title:

Administrative Associate - Clements Center

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Hiring Department:

Clements Center for National Security

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Non-Exempt from FLSA

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

AUSTIN, TX

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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. UT Austin provides an outstanding benefits package including but not limited to:

• 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.

Relevant education and experience may be substituted as appropriate.

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

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.

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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]

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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.