Administrative Associate

Job Posting Title:

Administrative Associate

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Hiring Department:

Educational Psychology

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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:

UT MAIN CAMPUS

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Job Details:

Purpose

This position will provide high-level administrative support to the Department of Educational Psychology with a customer service emphasis as a staff team member in a large academic department. Ensure consistent application of all departmental, University, and UT systems policies and procedures.

Responsibilities

• Serve as a ProCard holder and process/reconcile ProCard. Ensure payments are accurate and processed efficiently to meet University payment deadlines.

• Coordinate and process purchasing for EDP, including but not limited to UT Market, PointPlus, Amazon, and Procurement Card transactions. Process PIFs and GGV documents as needed.  Serve as the primary point of contact and resource on University purchasing policies and procedures, ensuring compliance and advising faculty/student/staff as needed. Act as liaison with the Office of Accounting, Purchasing, Accounts Payable, and external vendors. May process a high volume of transactions under tight deadlines.

• Responsible for processing faculty/student/staff travel authorizations, reimbursements, OOEF, entertainment expenses and payment documents. Handle departmental voucher processing (including but not limited to VP1, VP2, VPE, VP5, VP7, VC1, correction vouchers, wire transfers) and other accounting documents as needed. Work with vendors to resolve invoicing errors/issues. Ensure compliance with University policies and procedures and monitor documents through final approval. May process a high volume of documents under tight deadlines.

• Coordinate support for internal-funded projects to include issuing participant incentives and reconciliations. Manage cash advance requests, supporting documentation and reconciliations. Assist faculty with contract submission and track expiration timeline.  

• Maintain departmental equipment inventory database. Conduct annual equipment inventory and prepare reports for submission. Receive deliveries and retrieve mail.

• Other duties as assigned.

Required Qualifications

• Bachelor’s degree plus three years’ experience at the Administrative Assistant level, or High School Diploma/GED plus seven years of work experience.

• A professional and friendly demeanor with faculty, staff, students, and the public.

• Excellent written and oral communication.

• Accuracy in all phases of work.

• Ability to work independently and meet deadlines with limited supervision.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Demonstrated ability to work as a member of a team in a dynamic environment and a commitment to service excellence.

• Knowledgeable of university resources, policies, and business systems.

• Knowledgeable of the University’s procurement, payment, and audit processes.

• Proficiency in Excel, FRMS, UT Direct, prior experience as a ProCard holder and DEFINE.

Salary Range

$52,000 + depending on qualifications

Working Conditions

• May work around standard office conditions.

• Repetitive use of a keyboard at a workstation.

• Use of manual dexterity.

• Flexible Work Arrangement Available

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 submitt