Administrative Associate

Job Posting Title:

Administrative Associate

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Hiring Department:

College of Liberal Arts

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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

This position provides life/work balance with a 40-hour, typical work week. An on-campus presence is required for this position. Must be authorized to work in the United States on a full-time basis for any employer without sponsorship.

Join Liberal Arts Instructional Technology Services (https://liberalarts.utexas.edu/laits/), a unique service department dedicated to creating, maintaining, and promoting technology within the College of Liberal Arts at The University of Texas at Austin. LAITS provides the university with expert-level computer support, classroom support, technology integration, facility management, project management, software development, server management, online course production, and audio/video services.

UT Austin offers a competitive benefits package (https://hr.utexas.edu/prospective) that includes:

• 100% employer-paid basic medical coverage for employee
• Optional medical insurance for employee’s dependents - up to 50% employer-paid
• Optional dental, vision, and term life insurance for employees and dependents
• Paid holiday time off each year; state legislature determines the number of holidays
• 12 days of paid vacation time off per year for new employees
• 12 days of paid sick leave per year
• Employer contribution to Teacher Retirement System (TRS)
• Staff Tuition Assistance Program
• Access to Recreation & Health Facilities

Purpose

This entry-level position will be an integral member of a small administrative team that provides various types of administrative support for Liberal Arts ITS (LAITS). As part of the LAITS Admin Team, this position will assist with running the department's front office. Additionally, this position will be cross-trained in numerous areas, including procurement, human resources, accounts payable/receivable, asset management, university policies, and other administrative functions.

Responsibilities

• Provide front office administrative support to Liberal Arts ITS and Texas Politics Project. Serve as receptionist in main office by answering telephone calls, greeting visitors, receiving deliveries, and fielding requests from instructors, students, staff, and vendors. Maintain a clean, accessible, and functional office with organized filing, well-stocked supplies, and operative facilities and equipment.  Assist with water deliveries, scheduling, restocking, and receiving for main office and other locations. Monitor departmental calendars for space reservations and staff absences. Provide departmental access to software tools. Update Wiki Resource Page and edit departmental website/staff page.

• Process vendor payments, interdepartmental service charges, travel vouchers, and income deposits among other business procedures using UT Mainframe.

• Purchase multimedia equipment, computers, software, and services. Update purchase log with purchase order and online order data. Coordinate and communicate with requesters concerning shipping updates. Assist with computer value repair evaluations/cost estimates. Assist with ProCard purchases and reconciliations.

• Process personnel transactions, onboarding and background checks for student employees using Workday. Assist with communications with students and their supervisors regarding hourly payroll, timesheets, and semester work assignments. 

• Assist department with managing its Liberal Arts Adobe software license program including procurement, billing, and customer support.

• Assist with inventory asset transfers, record keeping, and annual inventory certification process.  Surveying classrooms, departmental spaces, and other campus locations for inventory assets.

• Assist the Mezes building manager with day-to-day operations concerning building safety/security, classroom access, and work order requests from Facilities/Custodial services.

• Assist the Director of Administrative Operat