Administrative Associate

Job Posting Title:

Administrative Associate

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Hiring Department:

Department of Integrative Biology

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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:

Jun 01, 2024

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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

Security sensitive; criminal background check conducted on selected candidate. Hiring decision is contingent upon applicant successfully clearing background check.

Purpose

Provide responsible, complex administrative support with purchasing of goods and services for a large research department located across several buildings.

Responsibilities

• Responsible for all procurement of goods and services for department administrative office, laboratories, and Organized Research Units. Act as point of contact for all vendors, such as FedEx, Sparkletts, Airgas, etc.

• Coordinate departmental vehicle driving tests. Successful candidate will need to become a certified UT driver.

• Coordinate vehicle maintenance and mileage reports for research and teaching vehicles in department. Assist the Associate Chair with scheduling teaching vehicles used for class field trips via email and in-person communication.

• Conduct annual space inventory and equipment inventory. Ensure all equipment is properly tagged and insured, as needed.

• Responsible for physical plant work orders and maintenance calls to zone shops.

• Lab set up and close out, including telephone requests and change orders, long distance codes, as well as key authorization requests for department offices and laboratories.

• Other related functions as assigned.

Required Qualifications

High school graduation or GED and five years of clerical experience, including one year of experience at the Administrative Assistant level. Excellent customer service ability. Strong written, oral and interpersonal skills. Ability to work cooperatively within a team environment. Ability to work independently with limited supervision. Demonstrated experience using a personal computer including experience with Point Plus, Define, purchasing, Microsoft Excel, Microsoft Word, and Outlook. Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

More than the required experience. Knowledge and ability to find quality equipment and services at an acceptable price that meets department's needs.

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

$43,000 + depending on qualifications

Working Conditions

Work hours may include occasional evenings, weekends and some holidays during peak periods to meet deadlines.

Required Materials

• Resume/CV

• 3 work references with their contact information (name and e-mail addresses); 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.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eli