Job Posting Title:

Administrative Associate

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Hiring Department:

Dolph Briscoe Center for American History

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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:

Jan 01, 2025

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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

Work hours for this position are 100% on site - Monday - Friday 8:15am – 5:15pm - with occasional evenings/weekends for special events.

You’ll be working for a university that is internationally recognized for our academic programs and research. 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 optionsGenerous paid vacation, sick time, and holidaysTeachers Retirement System of Texas, a defined benefit retirement plan, with employer matching fundsAdditional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b)Flexible spending account options for medical and childcare expensesRobust free training access through LinkedIn Learning plus professional conference opportunitiesExpansive employee discount program including athletic ticketsFree access to UT Austin's libraries and museums with staff ID cardFree rides on all UT Shuttle and Austin CapMetro buses with staff ID cardFor 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 United States on a full-time basis for any employer without sponsorship.

Purpose

Under the direction of the Director of Finance and Administration, serve as welcome concierge, provide comprehensive administrative support and assist in the day-to-day execution of activities at the Briscoe Center.

Responsibilities

Provide reception services for the Briscoe Center.  Serve as the first point of contact to welcome visitors.  Receive and distribute Briscoe Center deliveries.  Answer multi-line telephone system, email inquiries, and walk-in visitor questions in a professional, informative manner.  Maintain surveillance using electronic monitoring equipment.  Report all emergencies or irregularities and take appropriate action to remedy problems noted and/or reported.  Assist in the overall clerical functions of a fast-paced administrative office. Perform general office functions working with Word, Excel, and Outlook programs.Process payment vouchers for purchase requisitions or other payments as needed through *DEFINE, Point Plus, and UT Market.  Process requests and reimbursements for staff and VIP guests of the Center and maintain related logs.Order equipment and supplies from various vendors, verify delivery, resolve delivery conflicts, process payment to vendors. Reconcile cash register and credit card reports with deposit documents.  Prepare daily deposits.Manage credit card transactions for department, coordinate supporting documents and submit payment vouchers.Act as Department Records Management contact.Other duties as assigned. 

Required QualificationsHigh school diploma or GED. At least 5 years of clerical experience with a high school diploma/GED, or at least 1 year of clerical experience at the Administrative Assistant level with a Bachelor’s degree. Direct experience as the in-person, first point of contact, with internal and external customers.Demonstrated ability to communicate effectively in person, on the phone, and in writing.Demonstrated strong organizational and analytical skills with attention to detail and resourcefulness. Demonstrated ability to work independently as well as part of a team.Demonstrated ability to handle multiple tasks/projects, to work under pressure, and meet deadlines with a high level of accuracy. Outstanding data entry and problem-solving skills. Commitment to great customer service. Familiarity with Excel and Microsoft Office suite. Friendly demeanor and positive attitude. 

Relevant education and experience may be substituted as appropriate.

Preferred QualificationsBachelor’s degree in business or other relevant degree program. Working knowledge of University of Texas financial and administrative systems including *DEFINE, Point Plus, FRMS, CCART, Request Form System, UT Box, UT Market, etc. More than the required number of years of experience. Experience working in higher education within a service-oriented unit. 

Driving Required

This job requires a class "C" operator's driver's license. The applicant selected must provide a current three year driving record from the current state of residence. If not currently a Texas resident, a Texas driver's license must be obtained within 30 days of becoming a Texas resident.

Salary Range

$45,000

Working ConditionsAttire: Business CasualMay work around standard office conditions.Repetitive use of a keyboard at a workstationUse of manual dexterityLifting and moving up to 35 lbsWill be exposed to book dust and book moldUse of manual dexterity.Climbing of stairs/ladders.

Work Shift100% on site - Monday - Friday 8:15am – 5:15pm with occasional evenings/weekends for special events.

Required MaterialsResume/CV3 work references with their contact information; at least one reference should be from a supervisorLetter of interest

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. 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 UT Jobs. If you are a current University employee, 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 before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were 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.