New

Administrative Associate

The University of Texas at Austin
retirement plan, employee discount
United States, Texas, Austin
101 East 27th Street (Show on map)
Apr 01, 2025
Job Posting Title: Administrative Associate ---- Hiring Department: Kinesiology and Health Education ---- Position Open To: All Applicants ---- Weekly Scheduled Hours: 40 ---- FLSA Status: Non-Exempt ---- Earliest Start Date: Immediately ---- Position Duration: Expected to Continue ---- Location: UT MAIN CAMPUS ---- Job Details: General Notes The University of Texas at Austin provides employees a competitive benefits package that includes health insurance (premiums covered 100% for full-time benefits-eligible employees), retirement plans, and paid leave, in addition to other programs and services. We offer robust free training access through LinkedIn Learning, professional conference opportunities, and expansive employee discount program including athletic tickets. Free access to UT Austin's libraries and museums with staff ID card. Free rides on all UT Shuttle and Austin CapMetro buses with staff ID card. For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards Purpose The Department of Kinesiology and Health Education is seeking a Administrative Associate to provide human resource, purchasing, and general administrative support. Responsibilities Department HR Partner. Provide support to the Department of Kinesiology and Health Education throughout the employee life cycle, including but not limited to recruiting, on-boarding, reclassifications, compensation changes, allowances, timekeeping, leave management, terminations, and off-boarding tasks. Manage a high volume of electronic business processes for staff, students, and faculty in Workday. Provide support for visiting scholar appointments, including but not limited to, performing visual compliance checks, submitting visa requests through My IO, and drafting offer letters. Support department in faculty job searches including creating job posting in Interfolio, scheduling faculty search meetings, scheduling zoom interviews and campus visits with candidate, managing itineraries, processing travel for candidate visits, tracking spending and update tracking spreadsheet on box, creating offer letters, and processing PARs. Provide administrative support for Promotion and Tenure. Collect, organize, and secure all materials in Box. Respond promptly to corrections that need to be made to materials on a tight timeline. Process purchase orders, business contracts, service vouchers, entertainment authorizations and vouchers including purchase orders from foreign vendors and wire transfers. Make travel arrangements, process travel authorizations and reimbursements. Monitor status of all financial transactions.Research and resolve transaction questions punctually. Communicate UT policies to faculty, staff and students. Coordinate, manage and assist in department meetings and special events: Alderson Lecture, Mccraw Lectures, Hall of Honor, etc. Assist with special projects: National Kinesiology Academy review, KHE Annual Report, etc. Answer routine questions, assist and direct students and visitors to appropriate area. Receive deliveries and notify recipients of their arrival. Prepare mass mailings and express shipments. Monitor office inventory and order supplies as needed. Oversee maintenance and supplies on office machines. Check out computers and audio-visual equipment. Contracts Plus contact. Process departmental business contracts. Other related duties as assigned Required Qualifications High school diploma or GED and at least five years of clerical experience. Excellent oral and written communication skills, organizational skills and attention to detail. Professional demeanor. Ability to maintain punctual, dependable hours on a regular basis. Ability to accurately complete projects and meet deadlines without excessive oversight. Relevant education and experience may be substituted as appropriate. Preferred Qualifications Bachelor's degree and more than the required amount of experience. Experience at the University of Texas or in a university setting. Familiarity with university policies for purchasing, accounting and travel as well as administrative systems such as DEFINE and FRMS. Experience working successfully with students, faculty, and visitors. Salary Range $50,000 + depending upon qualifications Working Conditions Standard 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 Importantfor 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 thatALLRequired 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 questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above. ---- 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) [PDF] E-Verify Poster (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.