Administrative Associate

Job Posting Title:

Administrative Associate

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Hiring Department:

Lady Bird Johnson Wildflower Center

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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:

Jan 01, 2025

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Position Duration:

Expected to Continue

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Location:

JOHNSON WILDFLOWER CENTER

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Job Details:

General Notes 

The University of Texas at Austin Lady Bird Johnson Wildflower Center is committed to inspiring the conservation of native plants through its public botanic garden and its education, research and outreach programs. Founded by Lady Bird Johnson and Helen Hayes in 1982, the Wildflower Center is the state botanic garden, a community gem, and a national leader in the field of native plant education, sustainable landscapes, land restoration and research. It is home to the largest living collection of Texas native plants in the state, welcomes 240,000 visitors annually, has 16,000 members and reaches more than 2 million people through its website. The Center is focused on improving landscapes, promoting biodiversity, and connecting people with our environment.  

 

The Wildflower Center believes that the “environment is where we all meet,” as Lady Bird Johnson once wisely said. We are a community of people that care for each other, our land and our broader community.   

 

Benefits-eligible Wildflower Center staff members enjoy the robust health, time off and leave, and retirement benefits of The University of Texas at Austin employees. Wildflower Center staff get free parking, a free annual membership, discounts on Center classes and purchases made at the Gift Shop and Gallery and the Wildflower Café, and access to featured events. An inspiring and beautiful work environment with outstanding coworkers awaits you.  

 

Purpose 

The ideal candidate wiill work as part of the Finance Team handling the procurement of goods and services for the Lady Bird Johnson Wildflower Center. Duties will also include daily deposits, travel, and assisting with inventory cycle. 

 

Responsibilities 

• Prepare and process expense vouchers, reimbursement requests, and purchase orders. Process delivery payments, oversee distribution of items, and inventory self-tagging when needed. Coordinate technology purchases with the IT Team. Initiate state-contracted purchases and gather bids when required. Gather receipts and process payments for all Center credit cards including fuel, conference, and travel cards. Setup and maintain direct bill accounts, new vendors, and direct deposit accounts.

• Prepare and process all travel requests and reimbursement payments. Oversee travel credit cards including processing payments, group travel, and requesting temporary credit limit increases. Maintain and setup hotel and rental car direct bill accounts. Stay up to date with travel rules.

• Prepare and process contractual payments including entertainment, exhibition, professional services, and other event-related payments. Ensure UT and College entertainment, licensed venue, and alcohol policies are followed.

• Prepare daily deposits from areas across the Center including admissions, gift shop, venue rentals, camps, and special events. Initiate deposit vouchers using data and reports from various web-based systems. Work closely with the Bursar’s office and Development office to track and process checks. May require occasional driving to main campus.

• Oversee the general Center Accounting email mailbox and respond to daily purchasing inquiries and procurement of goods and services requests. Work directly with directors, managers, and staff concerning best practices, polices, and procedures. Research and find best prices.

• Oversee the annual inventory certification process.

• Other duties as assigned. 

 

 Required Qualifications 

• High school diploma or GED. 

• At least 5 years of clerical experience with a high school diplom