Administrative Associate

Job Posting Title:

Administrative Associate

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Hiring Department:

Campus Operations

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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:

AUSTIN, TX

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Job Details:

General Notes

Join the Operational Safety and Compliance office at UT Austin, where we foster a secure environment for the university's academic and research endeavors. Our office oversees Environmental Health and Safety, Fire Prevention Services, and the Building Compliance and Technical Review Team. This position contributes to enhancing operational excellence and the student experience at the university. Seeking an organized individual with strong initiative, capable of independently managing multiple tasks while proactively identifying areas for improvement and taking action without constant supervision. This position is on-site at the main campus in downtown Austin and supports those who plan for, mitigate, and respond to emergency situations.

Your skills will make a difference.

You’ll be working for a university that is internationally recognized for our academic programs and research. Your work will contribute to operational excellence and enhance the student experience. If you’re the type of person that wants to know your work has meaning and impact, you’ll like working in our department and for UT Austin. 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 options
• Generous paid vacation, sick time, and holidays
• Teachers Retirement System of Texas, a defined benefit retirement plan, with employer matching funds
• Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b)
• Flexible spending account options for medical and childcare expenses
• Robust free training access through LinkedIn Learning plus professional conference opportunities.
• Tuition assistance
• 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.

For more information on Environmental Health and Safety, Visit the Operational Safety and Compliance Office Website

Must be authorized to work in the United States on a full-time basis for any employee without sponsorship.

Security sensitive; Criminal background check conducted on selected applicant. Hiring decision is contingent on applicant clearing check. This job class may contain positions that are security sensitive and thereby subject to the provisions of Texas Education Code §51.215. Applications will be reviewed online by the hiring department.

Purpose

Provide administrative support to staff to include, but not limited to, document management, travel arrangements, procurement, invoicing (payables), and billing (receivables).

Responsibilities

• Clerical. Provides records management and processing including document coding, filing, and records disposal requests. Maintain SharePoint sites and provide guidance on file management, especially records relating to building inspections. Provides research and data within assigned department(s). Track training and update standard operating procedures. Creates and routes documents through DocuSign to include OOEFs and invoices. Provide clerical support as needed. 
• Purchasing. Processes approved requisitions following university policies and procedures using purch