JSG Business Services Office - Administrative Associate

Job Posting Title:

JSG Business Services Office - Administrative Associate

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Hiring Department:

John A and Katherine G Jackson School of Geosciences

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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:

General Notes

Purpose

The Administrative Associate for the Business Services Office (BSO) in the Jackson School of Geosciences will oversee front desk functions, providing a high level of customer service and administrative assistance to the managers and staff of the BSO. This position is in-person Monday through Friday during operating hours of 8am to 5pm.

Responsibilities

• Support BSO initiatives and help to ensure efficient office operations. Assist with meeting coordination and communications, and process related documents. Coordinate projects related to technology updates and document flow. Work closely with Purchasing, Travel, Accounting and Human Resources units to provide support. Plan social/ business events for the office. ​
• Oversee front desk operations. Serve as front-line resource, exemplifying a service-oriented, welcoming, and professional business office. Perform opening and closing duties. Handle and manage sensitive and confidential administrative documents and information. Represent the office in a positive manner at all times. Supervise student employees providing administrative support to the team.
• Oversee principal office ticketing system, ensuring appropriate routing and monitoring of documents and requests. Maintain business services ticketing reporting, following documents and actions from request to timely completion, including responding to status inquiries. Communicate and uphold policies and procedures. Monitor, track, and implement office calendars. Route documents for signatures through DocuSign.
• Oversee document flow through the office and submission to Central Offices. Assist with departmental records retention and document archiving.
• Process payment vouchers to include invoice payments, reimbursements, eShipt (VPEs, VP2s, and VP9s)
• Provide support for Human Resources functions, such as student hires, I-9s, 0% assignments. And compliance notifications. Escalate process when employees do not respond to standard reminders.
• Oversee mail distribution, process checks, assist with package receiving and shipping, and campus deliveries. Monitor office areas at all times to maintain professional appearance. Monitor facility and equipment functionality, repair and maintenance requests and work with other campus offices to facilitate prompt resolution when repairs are necessary.
• Other related duties as assigned.

Required Qualifications

High school graduation or GED. Five years of experience with clerical functions. Demonstrated excellent communication skills, both verbal and written. Demonstrated ability to manage time, be punctual, and maintain accurate records. Experience with Microsoft Office.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Familiarity with DEFINE and Workday, proficiency in Microsoft Office, ServiceNow, SmartSheets, and other software applications. Planning and organizational skills. Familiarity with UT policies and procedures. Bachelor degree and prior experience working in an academic unit.

Salary Range

$50,000 + depending on qualifications

Working Conditions

• May work around standard office conditions

• Repetitive use of a keyboard at a workstation

• Must be in-person Monday through Friday, 8am to 5pm

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