Senior Administrative Associate, Chandra Family Department of Electrical and Computer Engineering, Cockrell School of Engineering

Job Posting Title:

Senior Administrative Associate, Chandra Family Department of Electrical and Computer Engineering, Cockrell School of Engineering

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Hiring Department:

Chandra Department of Electrical and Computer Engineering

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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 Chandra Family Department of Electrical and Computer Engineering is a top-ranked department and the largest department in the Cockrell School of Engineering with more than 2,100 students and over 70 tenured and tenure-track faculty. Our faculty bring state-of-the-art research, development, and design experience into the classroom and lab, ensuring that our students and alumni are amongst the best in their fields and that our research advances the scientific community as well as society and business. Join us in changing the world!

Purpose

Provide administrative support to the Chandra Family Department of Electrical and Computer Engineering faculty across a broad spectrum of functions, including post-award financial administration, purchasing, travel, etc. Serve as liaison between the faculty and HR coordinator, research administrative manager, and procurement officer.  

Responsibilities

• Liaison between supported faculty and the ECE Department for managing and submitting data to ECE HR Coordinator for all students, Visiting Scholars, Postdocs and Researchers, which includes onboarding, processing tuition reduction benefits (TRB) and managing timesheets.

• Liaison between supported faculty and the ECE Department for managing and submitting monthly financial transaction information to post-award research administrative manager for all grants of supported faculty.

• Manage work authorizations for research staff and official university visitors, including H-1B, Permanent Resident and J-1 authorizations.  Collaborate with Texas Global for federal submissions to the USCIS for individual cases and process related fee payments.

• Provide full financial administrative support for the supported faculty as directed, as well as their research students.  Support includes accounts payable (entertainment, travel, contractors, etc.), procurement support for the faculty and the research students, reconciliation, general account maintenance, financial planning, and required reporting for all accounts.

• Maintain records and manage seating information for all students, Visiting Scholars, Postdocs and Researchers of supported faculty. Provide timely reports of these records to the HR coordinator.

• Attend training opportunities, on campus,  off-campus, and virtually to stay current with changing University policies, Federal policies, and other policies as mandated by grant sponsors/donors. 

• Other duties as assigned to support the overall initiatives and goals of supported faculty as directed.

Required Qualifications

• Bachelor's degree and three years of relevant administrative experience.

• Demonstrated ability to multitask, work under pressure, meet deadlines, and work well as a team member.

• Demonstrated ability to work with accuracy and attention to detail and follow instructions without close supervision.

• Goal-driven, self-directed and creative with excellent problem-solving, interpersonal, verbal and written skills.

• Professional demeanor.

• Regular and punctual attendance.

• Excellent written and oral communication skills.

• Solid knowledge of office productivity tools (Microsoft Office).

Equivalent combination of relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Experience in higher education, particularly in a STEM environment or with a significant research operation.

• Experience in administrative support functions in a large unit in a faculty-facing position.

Salary Range

$52,000 + depending on qualifications

Working Conditions

• May work around standard office conditions

• Repetitive use of a keyboard at a workstation

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, t