Inventory Assistant

University of Texas at Austin; Austin (TX); On-site; USD 38,000 - 52,000; Full time

Job summary

The University of Texas at Austin invites applications for an Inventory Assistant in the College of Education's IT Office. You will maintain records of devices (laptops, monitors, iPads), tag and verify assets, and update inventories in FRMS and DEFINE.

You will lead annual inventory certification, coordinate with IT support staff and Facilities, and help guide a student inventory assistant. This role requires collaboration, attention to detail, and the ability to lift up to 50 pounds.

Qualifications

• Bachelor's degree preferred; Associate's degree with relevant experience will be considered.
• Minimum of one year of experience in inventory management, asset tracking, IT support, or a related field.
• Ability to maintain accurate documentation and correct inventory records to ensure data integrity.
• Ability to manage inventory documentation, reporting, and ongoing tasks while identifying and suggesting process improvements.
• Ability to communicate professionally with faculty, staff, and university partners using Microsoft Teams, Planner, and Outlook for coordination.

Responsibilities

• Performs inventory-related tasks including equipment tagging, tracking, and reporting for IT assets.
• Maintains regular communication with UT Inventory and ensures timely updates related to inventory certification and compliance processes.
• Collaborates with desktop support staff and departmental representatives to maintain inventory accuracy.
• Updates records using FRMS and DEFINE; training provided.
• Participates in the annual inventory certification process in coordination with UT Inventory.
• Conducts physical audits and sight inventories across SZB and BEL.
• Communicates effectively with faculty and staff regarding inventory procedures.
• Supports the Service Desk Manager and may assist with coordinating student inventory workers.

Skills

Inventory management

Asset tracking

Documentation

IT support

Education

Bachelor's degree preferred; Associate's degree with relevant experience will be considered

Tools

FRMS

DEFINE

Microsoft Teams

Microsoft Planner

Microsoft Outlook

Job description

Inventory Assistant

Hiring Department

Education - Office of the Dean

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

UT MAIN CAMPUS

Job Details

Purpose

This position is part of the College of Education's Information Technology Office and supports the accurate management, tracking, and reporting of instructional and administrative technology equipment across the George I. Sanchez Building (SZB), Theo Bellmont Hall (BEL), and on occassion, Gregory Gymnasium (GRE). The Inventory Assistant is responsible for assisting with the maintenance of records of devices owned by the college, such as; laptops, monitors, iPads, and other technology assets. This person coordinates tagging, scanning, and physical verification of equipment. They will utilize university systems such as FRMS and DEFINE to update and maintain inventory records. This person will lead the annual inventory certification process and ensure compliance with University of Texas inventory policies. The goal of this position is to provide inventory support to departments in collaboration with IT support staff, and assist in guiding a student inventory assistant under the direction of the Service Desk Manager. The position is located in SZB and will work in collaboration with desktop support specialists and other ITO staff. Performs related duties as assigned.

Responsibilities

• Performs inventory-related tasks including equipment tagging, tracking, and reporting for IT assets.
• Maintains regular communication with UT Inventory, including sending emails with supporting documentation (e.g., photos of tagged assets) and ensuring timely updates and responses related to inventory certification and compliance processes.
• Collaborates with desktop support staff and departmental representatives to maintain inventory accuracy.
• Updates records using University systems (FRMS, DEFINE); training provided.
• Participates in the annual inventory certification process in coordination with UT Inventory.
• Conducts physical audits and sight inventories across SZB and Theo Bellmont Hall (BEL).
• Communicates effectively with faculty and staff regarding inventory procedures.
• Supports the Service Desk Manager and may assist with coordination of student inventory workers.

Required Qualifications

• Bachelor's degree preferred; Associate's degree with relevant experience will be considered
• Minimum of one year of experience in inventory management, asset tracking, IT support, or a related field.
• Ability to maintain accurate documentation, identify errors or discrepancies, and correct inventory records to ensure data integrity.
• Ability to manage inventory documentation, reporting, and ongoing tasks while identifying and suggesting process improvements.
• Ability to communicate professionally with faculty, staff, and university partners using Microsoft Teams, Microsoft Planner, and Microsoft Outlook for coordination, task tracking, and updates.
• Ability to coordinate effectively with ITO's Desktop Support specialists and the Facilities team to support inventory operations, maintain accurate records, and access physical inventory locations.
• Ability to lift up to 50 pounds and regularly walk between buildings on campus.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

The following skills are helpful for success in this role:

• Candidates with transferable experience in inventory management, asset tracking, administrative operations, or related fields are encouraged to apply. Training can be provided for university-specific systems and processes.
• Equipment Tracking - Experience tracking, tagging, scanning, and physically verifying technology assets to ensure inventory accuracy.
• FRMS (Financial Resource Management System) Experience utilizing the university's inventory management system to track assets, update records, monitor inventory status, and support inventory certification processes.
• DEFINE (Departmental Financial Information Network) - Experience navigating the university's financial and inventory system to maintain asset records, process inventory updates, review inventory data, and support reporting and compliance requirements.

Salary

$45,000

Working Conditions

• Use of manual dexterity
• Repetitive use of a keyboard at a workstation
• Pushing, pulling and moving up to 50 pounds
• Typical office environment

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.