Administrative Associate

Job Posting Title:

Administrative Associate

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Hiring Department:

Faculty Affairs

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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

The Office of the Executive Vice President and Provost (EVPP) seeks administrative support for the Academic Personnel Services (APS) team. APS is responsible for consulting with campus stakeholders regarding various academic processes.

Purpose

Provide high-level administrative support and serve as office manager for the Academic Personnel Services team within the Office of the Executive Vice President and Provost.

Responsibilities

Administrative Support

Provide office management support to include, but not limited to, IT equipment coordination, access to university systems, scheduling meetings, and onboarding new employees. Represent APS on UT Remembers committee.

Customer Support

Serve as primary contact on customer inquiries for response or delegation to other team members as appropriate. Assist in completing faculty processes by updating faculty systems with related information. Collaborate on the university’s faculty promotion and tenure process to include, but not limited to, promotion dossier review, and material preparation for UT System. Assist with open record requests.

Credentialing Support

Manage the faculty credentialing process by verifying the completion of the credentialing requirement that is a criterion for institution accreditation. Coordinate and consult with academic departments and provost accreditation team, as needed. Evaluate and approve credentialing business processes in Workday. Audit and resolve degree contingencies.

Required Qualifications

• Bachelor’s degree with at least one year of professional administrative experience, or five years of administrative experience with High School diploma.
• Excellent interpersonal, verbal, and written communication. 
• Demonstrated proficiency in Microsoft Office, database programs, electronic calendar, and email systems.
• Demonstrated creativity, resourcefulness, and a strong sense of initiative and attention to detail.
• Demonstrated ability and willingness to work as a team member and independently.
• Demonstrated ability to manage multiple tasks simultaneously and to adapt to shifting priorities.
• Demonstrated ability to exhibit tact and diplomacy in interactions with colleagues.
• Demonstrated ability to maintain confidentiality and manage sensitive information.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Experience working in an academic environment with faculty, staff, and students.
• Experience and familiarity with UT Austin structure, policies, procedures, and administrative functions.
• Supervisory experience.
• Experience using Mac operating system, Outlook, Workday, and UT DEFINE, and ServiceNow.

Salary Range

$43,000 + depending on qualifications

Working Conditions

• Typical office environment
• Repetitive use of the keyboard
• APS is currently in a hybrid remote-work status. Candidates must have the ability to start work in a remote capacity and have reliable high-speed internet; a university-owned computer will be provided. This position requires a minimum of two days in the office (Monday and Wednesday), and all APS employees must be able to return to campus at the discretion of leadership.

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 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 left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are