Administrative Associate

Job Posting Title:

Administrative Associate

----

Hiring Department:

Bureau of Economic Geology

----

Position Open To:

All Applicants

----

Weekly Scheduled Hours:

40

----

FLSA Status:

Non-Exempt

----

Earliest Start Date:

Immediately

----

Position Duration:

Expected to Continue

----

Location:

PICKLE RESEARCH CAMPUS

----

Job Details:

General Notes

This is an in-person position located at the J.J. Pickle Research Campus in North Austin with the opportunity to work remotely one day per week with supervisory approval.

Purpose

To provide administrative support for approximately 50-60 researchers, 15 students and 5 visiting scientists in a large environmental and energy focused organized research unit.

Responsibilities

• Provide support and guidance to staff and researchers regarding University travel procedures. Process requests for travel authorizations and subsequent reimbursements for approximately 50-60 researchers, 15 students, and 5 visiting scientists. Process visa requests as needed.

• Present orientation to new employees, students, and visiting scientists regarding travel and administrative policies. Support staff with administrative functions and maintain mail room, copy room, and other shared spaces.

• Communicate with departmental accounting and contracts and grants regarding travel, purchases, and funding issues.

• Create budget and manage logistics for meetings, workshops, seminars and special events. Provide onsite assistance for events, including travel. Collaborate with the events coordinator to support industrial associate meetings and other events.

• Manage and negotiate hotel contracts when necessary for events.

• Reconcile centrally billed airfare for department and maintain travel reconciliation folders.

• Process all shipping for staff and researchers. May require heavy lifting or coordination with building manager to assist with heavy lifting.

• Maintain the travel intranet page, update administrative forms, and complete and other special projects as assigned.

Required Qualifications

Bachelor's Degree and one year of experience at the Administrative Assistant level, or High School Diploma or GED, and five years of clerical experience, including one year of experience at the Administrative Assistant level. Experience with Microsoft Office. Familiarity with video and web conferencing software such as Zoom and Microsoft Teams.  Excellent verbal and written communication skills, as well as interpersonal skills.  Positive, supportive approach with internal and external customers.   Excellent problem solving and organizational skills.  Ability to multi-task and effectively manage concurrent projects with accuracy.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

More than three years of administrative assistant experience. Proficiency with Microsoft Office and UT applications such as DEFINE and Cvent.  Experience with budget and event planning.  Working knowledge of UT Austin's policies and procedures.  Excellent time management skills and ability to prioritize work with minimal day-to-day supervision.

Salary Range

$50,000 + depending on qualifications

Working Conditions

• May work around standard office conditions

• Repetitive use of a keyboard at a workstation

• Use of manual dexterity

• Climbing of stairs

• Lifting and moving

• Occasional weekend, overtime and evening work to meet deadlines

Required Materials

• Resume/CV

• 3 work references with their contact information

• 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