Temporary - Administrative Assistant - Engineering Student Services - (UTEMPS)

The University of Texas at Austin; Austin (TX); On-site; USD 28,000 - 40,000; Part time

Job summary

The University of Texas at Austin is seeking a Temporary Administrative Assistant for the Engineering Student Life office within the Cockrell School of Engineering. The role supports purchasing processing, data management, and office operations, with in-person work on the UT Main Campus.

Responsibilities include handling ProCard transactions, reimbursements, and file management, while collaborating with students and staff in a fast-paced office environment.

Qualifications

• High school graduation or GED required.
• Three years of administrative and accounting experience supporting students and staff in higher education or related field.
• Strong organization skills and ability to manage high volumes of data.
• Ability to work in a small team and handle multiple projects with a positive attitude and good communication.

Responsibilities

• Process and maintain documents for ESL, including ProCard purchasing/reconciliation, reimbursements, invoices, TouchNet, deposits; assist in financial management and reimbursements.
• Manage data for Engineering Student Life records, donor reports, and other student organization files; perform related duties as assigned.

Skills

Administrative support

Data management

Capacity to manage multiple projects

Education

High school diploma or GED

Job description

Job Posting Title

Temporary - Administrative Assistant - Engineering Student Services - (UTEMPS)

Hiring Department

UTemp Pool

Position Open To

All Applicants

Weekly Scheduled Hours

20

FLSA Status

Non-Exempt from FLSA

Earliest Start Date

Immediately

Position Duration

Expected to Continue Until Aug 31, 2027

Location

UT MAIN CAMPUS

General Notes

Temporary assignments may be filled at any time; only competitive applicants selected will be contacted and provided with instructions on the continued application process. Please no phone calls or emails. The projected end date for this assignment is August 31,2027. This temporary assignment may transition to regular status.

Purpose

The Engineering Student Life (ESL) office is housed within the Engineering Student Success Center department at the Cockrell School of Engineering. The Administrative Assistant will assist the Engineering Student Life team in processing student organization purchasing and data management and organization. This role requires working in-person in an office environment and interfacing frequently with students.

Responsibilities

• Processes and maintains documents for ESL including but not limited to, ProCard purchasing and reconciliation, reimbursements, invoices, virtual card, TouchNet, and deposits. Assist the ESL office in the management of finances, purchasing and reimbursement review.
• Assist with data management of Engineering Student Life records: donation reports and other student organization files. Performs other related duties as assigned.

Required Qualifications

High school graduation or GED. Three years of administrative and accounting experience supporting students and staff in higher education or related field. Demonstrated organization skills and ability to maintain high volumes of data. Demonstrated ability to work in a small work team environment and ability to manage multiple simultaneous projects effectively. Demonstrate a strong positive attitude, attention to detail, strong communication skills and customer service Strong problem-solving abilities.

Preferred Qualifications

More than the required administrative experience. Experience working with students and student organizations or UT Academic departments. Demonstrated experience with UT Administrative Policy (UT Business Operations, Scholarships, DEFINE, Reimbursements, Travel Management, etc.) Strong attention to detail with proven ability to take initiative to identify and complete tasks independently and deliver high-quality work. Ability to work in a fast-paced environment with multiple processes and deadlines.

Hourly Rate

$25.00

Working Conditions

• Attire: Business Casual
• Business casual and nice jeans acceptable.
• Standard Office Environment, Repetitive use of keyboard at a workstation

Work Shift

• Hours per week - 20
• Working times are flexible with standard office hours of 8 AM to 5 PM

Required Materials

• Resume/CV
• 3 work references with their 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) and 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.