Administrative Associate (Salary)

Administrative Associate (Salary) Location Austin, TX : Job Posting Title: Administrative Associate (Salary) - Hiring Department: Educational Leadership and Policy - 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: and ' The ERC is officially designated by the State of Texas. The Texas ERC is a research center and data clearinghouse providing access to longitudinal, student-level data for scientific inquiry and policymaking purposes. Since its inception in 2006, the Texas ERC's goal has been to bridge the gap between theory and policy by providing a cooperative research environment for study by both scholars and policy makers. As part of its mission, the Texas ERC works with researchers, practitioners, state and federal agencies, and other policymakers to help inform upon critical issues relating to education today. Purpose This position supports the ERC through travel, reimbursements, invoicing, document tracking, and more, while fostering the mission on being a student and faculty centered department. Responsibilities

• Processing Agreements, Invoices, & Payments : Process agreements, invoices, and payments for the ERC researcher access fees. Preparation of monthly accounting and financial reports, including account reconciliation, process invoices, budget preparation and purchasing. billing/coordinate accounts receivables. Assist with administrative tasks and special projects as needed.
• Document and Request Management : Review, evaluate, and prepare incoming documents and ensure proper routing_ prepare transmittal documents, set up documents for signature_ complete file set-up and data entry_ create project status reports, and perform follow-up. Manage FERPA review requests. Manage proposal, extension, and amendment submissions, and researcher onboarding and project and researcher closeouts. Track and document data files each researcher is allowed to access. Routed researcher documents needing signatures through DocuSign. Coordinate all activities and functions related to the ERC human resources.
• Procurement, Purchasing, & Payments : Responsible for ERC purchasing, procurement, and payments. Utilize existing UT procurement systems (UT Market, Pro Card, etc.) to order and process expenses. Responsible for creating payment vouchers (VPE documents) to pay vendors or reimburse UT employees for business expenses. Track all vouchers on spreadsheets. Prepare work orders for facilities services and physical plant.
• Accounting : Monthly account reconciliation. Coordinated/performed all fiscal year end/beginning procedures, including updating of all budget documents, calculations of expected/actual income and expenses, and creating subaccount transfers to cover all anticipated expenses.
• Travel & Scheduling : Make travel arrangements and prepare and process documents related to travel and reimbursement for same. Coordinate all activities and functions related to human resources. Create VE5 documents in DEFINE prior to travel, and create VP5 travel reimbursement documents. Prepare work orders for facilities services and physical plant. Add researchers to Google Calendar VM use. Keep track of training requirements and expiration, IRB dates, and project expiration. Track when payments need to be invoiced. Schedule FERPA reviews and by what date reviews need to be completed.
• Website & Computer Lab: Update documents on the ERC website and send to IT Coordinator to update website. Monitor website for accuracy. Annual downloads from the state agency websites. Add researcher door codes to computer room key-code locks and maintain lock coding system.
• Audit & Inventory : Provided all necessary/requested documentation for yearly audit. Maintain ERC equipment inventory database. Track ERC assets including WORQ Space reports, computer equipment inventory, and computer replacement schedule. Conduct annual equipment inventory and prepare report for submission.
• Additional tasks : Other related duties as assigned.
Required Qualifications Bachelor's degree and two years of experience at the Administrative Assistant level, or high school graduation or GED, and five years of clerical experience, including two year of experience at the Administrative Assistant level. Strong interpersonal and problem-solving skills. Excellent oral and written communication skills. Ability to work independently and as part of a team. Ability to interact and maintain productive working relationships with a varied population of faculty, staff, students and researchers and maintain a positive and professional demeanor. Relevant education and experience may be substituted as appropriate. Preferred Qualifications Experience using UT mainframe accounting system and HRMS. Proficient with Microsoft Office applications including Outlook, Word, Excel, Access and PowerPoint. Experience with Microsoft Access Database. Salary Range $52,000 + depending on qualifications 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 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. - 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.