Business and Administrative Specialist

The University of Texas at Austin; Austin (TX); On-site; USD 23,000 - 28,000; Part time

Benefits offered by this job

Benefits package

Job summary

The University of Texas at Austin is seeking a part-time Business and Administrative Specialist to provide essential business and administrative services for the LBJ School of Public Affairs. The role is 20 hours per week and benefits eligible, with a competitive package from UT Austin.

Responsibilities include handling request tickets, creating purchase orders, processing procurement requests, and coordinating with vendors. Strong MS Office skills and discretion are required.

Qualifications

• High School Graduation or GED.
• Administrative experience including one year at either the Administrative Assistant or Administrative Associate level.
• Excellent written and verbal communication skills.
• Professional demeanor.
• Ability to work with confidential information with tact and discretion.
• Strong experience with Microsoft Office including Word, Excel and Outlook.
• Demonstrated accuracy and attention to detail, organizational abilities, and work prioritization skills.
• Demonstrated ability to work in a dynamic team environment with competing deadlines and regular interruptions.
• Ability to follow directions, problem solve, make decisions, and complete tasks on time with minimal supervision.
• Customer service orientation.

Responsibilities

• Receive request tickets and route or take action as appropriate.
• Create Purchase Orders and payment vouchers.
• Process procurement requests for goods and services for assigned units. Receive and analyze procurement request tickets. Determine and execute appropriate method of procurement. Obtain quotes as needed. Follow up on incomplete purchases or undelivered items. Order supplies. Coordinate vendor set up.
• Other duties as assigned.

Skills

Administrative experience

Microsoft Office

Communication skills

Attention to detail

Confidential information handling

Customer service orientation

Education

Bachelor's Degree

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Hiring Department

Lyndon B Johnson School of Public Affairs

Job Posting Title

Business and Administrative Specialist

Position Open To

All Applicants

Weekly Scheduled Hours

20

FLSA Status

Non-Exempt from FLSA

Earliest Start Date

Immediately

Position Duration

Expected to Continue

Location

UT MAIN CAMPUS

Job Details

General Notes

This is a part-time benefits eligible position at 20 hours per week.

The University provides a competitive benefits package that includes insurance and retirement benefits in addition to other programs and services.

About The University Of Texas At Austin

What starts here changes the world.

The University of Texas at Austin, founded in 1883, ranks among the 40 best universities in the world with top national programs across 19 colleges and schools. By creating educational opportunities for all and leading cutting-edge research at scale, the University fosters positive social change, technological advancement, and economic progress showing the world that change really does start here.

An organizational priority is to successfully make UT the world’s highest-impact public research university, unleashing knowledge, opportunity and innovation from the heart of Texas.

Learn more about UT’s mission and values, and leadership.

About The LBJ School Of Public Affairs

The Lyndon B. Johnson School of Public Affairs at the University of Texas at Austin is one of the nation’s premier public policy schools. As Texas’ top-ranked policy school for over five decades, the LBJ School provides unmatched opportunities for students to engage with policymakers, industry leaders and innovators in Austin and beyond. The school is committed to improving the quality of public service in the United States and abroad at all levels of governance and civic engagement. Our goals are to prepare students and professionals for leadership positions in public service, produce interdisciplinary research to advance our understanding of complex societal problems and create solutions, promote effective public policy and management practice and foster civic engagement on issues of public concern.

Committed to advancing the quality of public service, the LBJ School continues to drive education, research and civic engagement at all levels of governance.

Purpose

Provide business and administrative services for the LBJ School of Public Affairs.

Responsibilities

• Receive request tickets and route or take action as appropriate. Facilitate requests which may include gathering information, preparing forms, coordinating approvals, providing account information, and other tasks to ensure timely service delivery.


• Create Purchase Orders and payment vouchers.


• Process procurement requests for goods and services for assigned units. Receive and analyze procurement request tickets. Determine and execute appropriate method of procurement. Obtain quotes as needed. Follow up on incomplete purchases or undelivered items. Order supplies. Coordinate vendor set up.


• Other duties as assigned.

Required Qualifications

High School Graduation or GED. Administrative experience, including one year of experience at either the Administrative Assistant or the Administrative Associate level. Excellent written and verbal communication skills. Professional demeanor. Ability to work with confidential information with tact and discretion. Strong experience with Microsoft Office including Word, Excel and Outlook. Demonstrated accuracy and attention to detail, organizational abilities, and work prioritization skills. Demonstrated ability to work in a dynamic team environment with competing deadlines and regular interruptions. Ability to follow directions problem solve, make decisions, and complete tasks on time with minimal supervision. Customer service orientation.

• Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor's Degree. Three years of experience providing complex administrative support. Experience providing direct customer service in person and/or electronically. Knowledge of UT accounting and procurement systems. Experience with ticketing systems such as ZenDesk. Experience with Box or other cloud-based content and file management systems. Experience with *DEFINE.

Salary Range

$25,000 per year at 20 hours per week + depending on qualifications

Working Conditions

• Typical office environment.


• Repetitive use of keyboard

Required Materials

• Resume/CV


• Letter of interest


• Three work references with contact information; at least one reference should be from a supervisor

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.