Administrative Associate, College of Natural Sciences

Job Posting Title:

Administrative Associate, College of Natural Sciences

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Hiring Department:

College of Natural Sciences

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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:

AUSTIN, TX

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Job Details:

General Notes

The College of Natural Sciences at the University of Texas at Austin strives to foster a work environment that enables all employees to contribute at the highest possible level to support the mission of the University.  What starts here really does change the world.  For more information about the College of Natural Sciences, please visit. https://cns.utexas.edu.  

 

Must be eligible to work in the US on a full-time basis for any employer without sponsorship.

Purpose

Provide administrative support to the STEMx office and Undergraduate Education (UE) Operations within the College of Natural Sciences. To advance our core mission of fostering wellness, belonging, and success for all students.

Responsibilities

• Meetings and Events Support: Assist in the coordination of meetings and special events for the UE and STEMx offices as directed by supporting planning and day of logistics in accordance with strategic plans. This work may include but is not limited to organizing and attending planning meetings, collaborating with stakeholders and organizers to generate budgets and track expenses, reserving space, communicating with organizers, presenters, and participants, managing catering, advertising, actively supporting events and organizing additional help as needed, processing relevant contracts and vendor payments. 

• Purchasing and Travel Support: responsible for various purchasing tasks, including requesting quotes, generating purchase orders, collecting receipts, and completing vouchers in the UT accounting system to acquire goods/services or facilitate reimbursement in line with University policies. Processes documentation for vendor payments after events and purchases, and assists the STEMx office in obtaining Travel Authorization before trips and managing expense reimbursements afterward. Proactively stays updated on travel and purchasing policies. Conducts accuracy checks to ensure error-free preparation of documents. Process account transfers and payment correction documentation, maintaining comprehensive records of purchase requisitions, invoices, and relevant documentation, including warranties and licenses. Proper filing and storage of records in a secure online system are also part of the responsibilities.

• Office Management and Scheduling: Assist the Assistant Dean of STEMx by managing the logistical needs of the STEMx office, including managing purchases, tracking income and expenses, and maintaining overall office operations. Additionally, collaborate on special projects as required, including supporting complex scheduling for meetings involving various stakeholders. Support UE as scheduling /office management back up when the Assistant to the Associate Dean is out of office or with special projects as assigned.

• Procard Management: responsible for maintaining current knowledge of procurement card responsibilities, procedures, policies and guidelines including record keeping and reconciliation.  Prepares and processes monthly procard vouchers to ensure their timely payment and charging to appropriate accounts. Uploads supporting documentation to university systems.

• Other duties as assigned, including supporting special projects and staffing events within CNS. This position may require occasional evening & weekend duties.

Required Qualifications

Bachelor’s degree and one year of administrative experience or high school diploma or GED and five years of administrative experience. Must be able to work independently and/or in a team environment. Attention to detail and sharp organizational skills. Excellent verbal and written communication skills, interpersonal skills, and ability to problem solve. Ability to accurately ensure error-free preparation of financial and planning documents. Ability to effectively manage concurrent projects with accuracy. 

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Experience utilizing MS Office suite or other commonly used office management software. Familiar with UT Austin's policies and procedures is a plus. Experience with budgets and event planning.

Salary Range

$45,000 + depending on qualifications

Working Conditions

• Standard office conditions
• Lifting and m