Job Posting Title:

Accounting Associate, Development and Alumni Relations, Cockrell School of Engineering

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Hiring Department:

Cockrell School of Engineering

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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

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

As a top-10 engineering school with the No. 1 program in Texas, the Cockrell School of Engineering at The University of Texas at Austin has been a global leader in technology innovation and engineering education for over a century. With 11 undergraduate and 13 graduate programs, over 20 research centers and a faculty community that boasts one of the highest number of National Academy of Engineering members among U.S. universities, Texas Engineering has launched some of the nation’s most accomplished leaders and pioneered world-changing solutions in virtually every industry, from space exploration to energy to health care. Situated in the heart of Austin — named “America’s Coolest City” by Expedia and “The Best Place to Live in the U.S.” by U.S. News and World Report — the Cockrell School embodies the city’s innovative spirit. Major companies with Austin campuses, such as Dell, National Instruments, Apple, IBM, Samsung, Google and many others, continue to recruit Cockrell School students at a remarkable rate, launching thousands of successful careers and developing Texas Engineers into industry leaders.

Purpose

Serve as a member of the Cockrell School’s Development and Alumni Relations team with a focus on gift processing, voucher processing and other accounting duties for the Dean’s development team and the Cockrell School. Occasional support during development-focused events throughout the year.

Responsibilities

Provide complex administrative support, project management and strategy support to the Development Team, individual Development Officers as well as the Development Specialist. Functions include, but are not limited to, assisting the Development Specialist with recording gift agreements/pledges, cash gifts and online gifts on the *VIP system. Research accounting records or gift records and run accounting or gift reports to resolve and maintain accurate transactions for the Development staff upon request. Assist departments with processing their gifts when a position is vacant on vacation or they just have a low volume. Work with Horn Raisers / Departments to set up new drop downs on the online giving page for their solicitations. Work with our DEV specialist on custom links for In Memory gifts.

Prepare weekly gift report and other donor lists as needed like gifts In Memory Of. Also manage and report on endowment funds and our holding accounts until established. Prepare monthly Procard transaction log.

Assist with managing and maintaining paper and electronic files. Ensure that accounting records are properly scanned, and archive paperwork per state-mandated guidelines.

Create and process payment documents and purchasing documents. IDT charges and corrections, and account transfers related to gifts and department funds transfers. Create and submit Procard and Citibank Request Forms. Create and process Bursar deposits to assist the Scholarship Office occasionally. Work with all Engineering areas on non-monetary gifts. Ensure properly documented and submit formal Dean’s request for acceptance to UT for approval. Ensure proper coding on all transactions and reconcile accounts in *DEFINE.

Order and maintain inventory of supplies and promotional items. Work with new vendors to complete Personal Identification Forms and set up in our data base.

Oversee the processing and approval of RTA and reimbursement processes for the gift officers and staff of Engineering Development and Alumni Relations. Ensure everything possible is done by us to get a prompt reimbursement and not have delays. If we should have a request from Accounts Payable or Travel about a problem payment ensure that proper follow up is done, plead our case or make sure they get what is needed.

Assist with functions sponsored by Development & Alumni Relations and the Dean’s Office. This includes not only being available on some nights and weekends to be at the event but also preparation in advance to ensure we have all the products, vendors, agreements, Official Occasion Forms  approved prior to the event to ensure a smooth event and payment afterwards.

Other functions as assigned.

Required Qualifications

Bachelor's Degree with one year of relevant experience.

Experience with accounting procedures. 

Experience assisting with fundraising programs or performing complex administrative functions. 

Experience working with confidential information. 

High degree of proficiency in computer applications, including Microsoft Office and Adobe Creative Suite. 

Excellent organizational skills with attention to detail. 

Excellent verbal, written, and interpersonal communication skills. 

Ability to interface effectively with a wide variety of personnel. 

Experience working in a varied environment, maintaining customer focus, and implementing continuous quality improvements. 

Must be able to work well under pressure and adhere to deadlines; work independently without day-to-day supervision. 

Demonstrated ability to work effectively in a team-oriented environment. 

Must be able to exercise a high degree of initiative and judgment.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor's Degree in finance, accounting, or other relatable major. 

Working knowledge of UT Austin's policies and procedures. 

Experience with VIP database and DEFINE.

More than two years of experience with accounting at UT Austin.

Salary Range

$50,000 + depending on qualifications

Working Conditions

Work is performed in a standard office environment.

Repetitive use of keyboard at workstation.

Work outside of standard business hours, including evenings and weekends, may be required.

Work Shift

Standard work schedule is Monday – Friday, 8:00 a.m. – 5:00 p.m. 

Flexible schedule and/or hybrid telework may be allowed. 

Periodic work outside of normal business hours, to include evenings and weekends, may be required on a periodic basis or for special events. 

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 in the first step of the online job application process. Then, any additional Required Materials will be uploaded in the My Experience section; you can multi-select the additional files or click the Upload button for each file. Before submitting your online job application, ensure that ALL Required Materials have been uploaded.  Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find Jobs. Before you apply though, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile. This information will be pulled in to your application. The application is one page and you will need to click the Upload button multiple times in order to attach your Resume, References and any additional Required Materials noted above.

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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.

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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.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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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.

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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.

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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) [PDF]E-Verify Poster (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.