Administrative Associate

Job Posting Title:

Administrative Associate

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Hiring Department:

Department of Asian Studies

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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 20, 2024

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

Purpose

Provide accounting administrative support to an academic department within the College of Liberal Arts. To advance our core mission of fostering wellness, belonging, and success for all students.

Responsibilities

• Responsible for many complex office decisions in a small department, with little direction, and for supplying financial and other factual information from a variety of sources.  
• Develops, schedules and plans work assignments.  
• Assigns tasks and evaluates job progress. Issues section rules.
• Reads and answers correspondence.  
• Conducts personal interviews without referring to the administrator.
• Dictates memoranda, checks reports or manuscripts for accuracy, edits speech drafts, and proofreads out-going correspondence.  
• Gathers or supervises the compilation of information from a number of sources.  
• Refers pertinent information to the administrator.  
• Coordinates work with other campus departments.  
• May review statistics, drafts annual reports, and prepares charts, graphs, and administrative reports, as required.
• Maintain accounts payable processing – including processing of invoices, pro-cards, and reimbursements, (VP1’s, VP2’s, VP7’s, VPE’s). VT6 Correction documents; Account transfers (FRMS); Official Occasional Expense Reports (OOEF).
• Create and maintain Excel spreadsheets for (budget planning and monitoring) endowments, program grants, events, individual research accounts, faculty travel grants, professional development grants; Purchase Orders - UT Market (Buyer Today’s Business Solutions, Campus Computer store).
• Travel coordination - including processing of RTAs prior to travel, advising travelers on travel policies and reimbursement requirements as needed, arranging flight and hotel reservations as needed, and processing travel reimbursement vouchers and honorarium payments; SS1 processing of undergraduate scholarship awards; Department inventory; Wire transfers.
• Back-up receptionist.
• Performs related duties as required.

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Required Qualifications

High school diploma or GED and five years' administrative support experience. Each year of college (30 semester hours) may substitute for one year of the required experience on a year-for-year basis, up to a maximum of two years of substituted experience. Knowledge of general office practices and administrative procedures. Strong organization skills. Strong communication skills. Ability to manage a variety of tasks. Ability to use standard office equipment and software. Adheres to a high degree of accuracy with strong attention to details.

Preferred Qualifications

Bachelor degree with three years of administrative experience.

Salary Range

$48,000 + depending on qualifications

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 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 lef