Senior Administrative Associate - Business Services

Job Posting Title:

Senior Administrative Associate - Business Services

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Hiring Department:

Enrollment Management

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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:

Aug 01, 2025

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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

Our goal is to recruit and support staff and students with a wide range of backgrounds, ideas, and viewpoints. Must be eligible to work in the United States on a full-time basis for any employer.

Purpose

As a member of the Strategic Enrollment Management (SEM) Business Services team, this position provides highly responsible and responsive procurement, payment, and receivables support to units in the SEM portfolio.

Responsibilities

• Procurement: Process procurement requests including highly specialized purchasing activities. As required, research vendors and secure bids. Create, review, and verify requisitions are complete and accurate. Ensure compliance with all unit, university, state and federal purchasing regulations. Prepare exception paperwork and route for approvals as required. Maintain records of contracts, purchase orders, and payments requiring annual/periodic renewal. Collaborate with unit business contacts to ensure timely renewals or terminations. Serve as primary monthly procard reconciler ensuring compliance with all policies. Make purchases via UTMarket as required. Hold Certified Texas Contract Developer or Certified Texas Contract Manager credentials.
• Travel: As assigned, prepare travel authorizations, cash advance requests, and/or support complex travel needs which may include collaborating with units, travel agencies, vendors and/or travel management.
• Payments: Process payment and reimbursement requests. Process travel reimbursement payments and work with staff travelers to ensure all appropriate documentation is received. Ensure compliance with all unit, college, university, state and federal regulations. Prepare high priority and complex payments/reimbursements. Reconcile cash advances and purchasing cards as needed. Research, evaluate and resolve issues that may emerge.
• Receivables: As assigned, prepare/issue invoices or bills in the centralized receivables module and process cash deposits. Track payments and prepare aging reports for leadership. Follow up with payors and unit contacts as needed.
• General: Regularly monitor work queue and update requests in work request systems (e.g., ticketing). Maintain service level expectations including ensuring requests are processed in a timely and accurate manner with minimal errors and providing consistent, timely, and reliable communication with requestors via work request systems. Maintain complete and accurate records. Manage records and convenience copies according to record retention guidelines. Identify and recommend process, procedure and system improvements. As assigned, serve as backup/surge support SEM Business Services colleagues including outside scholarships.
• Other duties as assigned.

Required Qualifications

Bachelor’s degree and at least three years of clerical experience including experience in higher education administration. Must be organized, detail-oriented, and customer-focused. Demonstrated ability to manage overlapping projects. Proficiency with tools such as Define, FRMS modules, and Microsoft Office Suite. Strong communication and collaboration skills; ability to work across multiple departments and audiences. Ability to remain responsive in a fast-paced environment, and work independently.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

More than the required years of experience. Extensive knowledge of UT Austin organizational structure, enterprise systems, and financial aid processing workflows. The ideal candidates will have experience working with Strategic Enrollment Management units and proficiency with systems and software such as JIRA, Smartsheets, and DocuSign.

Salary Range

$52,000 - $57,000

Working Conditions

• May work around standard office conditions
• Repetitive use of a keyboard at a workstation

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