Administrative Associate at The University of Texas at Austin in Main Campus, UT

Job description

Job Posting Title: Administrative Associate ---- Hiring Department: Department of Social and Cultural Analysis ---- Position Open To: All Applicants ---- Weekly Scheduled Hours: 40 ---- FLSA Status: Non-Exempt from FLSA ---- Earliest Start Date: Immediately ---- Position Duration: Expected to Continue ---- Location: UT MAIN CAMPUS ---- Job Details: Purpose Provide administrative support for the staff, students, and faculty of the Department of Social and Cultural Analysis. Responsibilities Front Office and Reception Serve as primary receptionist for the department and greet visitors with exceptional customer service and a professional demeanor. Manage daily tasks including answering phones, managing inquiries, logging and distributing mail, and overseeing the ordering and stocking of office supplies. Ensure common areas and meeting rooms are clean throughout the day and help prepare conference room for meetings and events. Coordinate inventory ordering, stocking, and verification. Assist with routine office upkeep and other clerical responsibilities. Supervise the work of student employees as available. Administrative and Clerical Support Provide administrative support to unit staff and leadership. Assist with coordination of Facilities Services and ITS requests. Assist with processing human resource functions, including support to hiring committees, appointment processing, new employee onboarding, and personnel records maintenance. Process initial paperwork pertaining to appointments, payments, and reimbursements. Financial and Procurement Assistance Assist with financial needs of units, such as invoice review and payment, contracts, and purchases. Review invoices for purchases of goods and services, confirm receipt, and route for processing. Assist with ProCard purchases and reconciliation as directed. Gather and organize documentation ensuring compliance with state, local, and grant accounts. Assist with coordination of expense and payment documents. Records, Scheduling, and Logistics Use appropriate tools (e.g., files, databases) to organize and track unit information and maintain records, including mailing/contract lists, trainee records, appointment records, equipment inventory, and unit activity records. Assist with meetings and events, including setting up technology for meetings and seminars. Reserve rooms; schedule meetings; and take minutes at meetings. Coordinate and follow up on requests with other campus departments. Other related functions as assigned. Required Qualifications High school diploma or GED. Clerical experience, or experience at the Administrative Assistant level. Demonstrated ability to manage complex office decisions in a small department with minimal direction. Excellent written and oral communication skills. Attention to detail and strong organizational skills. Proficiency with Microsoft Office suite. Ability to manage multiple tasks and deadlines in a fast-paced environment. Relevant education and experience may be substituted as appropriate. Salary Range $48,000 + depending on qualifications Working Conditions Typical 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 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 M