Administrative Associate

Job Posting Title:

Administrative Associate

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Hiring Department:

Curriculum and Instruction

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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 from FLSA

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue Until Aug 31, 2027

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Location:

AUSTIN, TX

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Job Details:

General Notes

The university provides employees a competitive benefits package that includes health insurance (premiums covered 100% for full-time benefits-eligible employees), retirement plans, and paid leave, in addition to other programs and services. We offer robust free training access through LinkedIn Learning, professional conference opportunities, an expansive employee discount program, including athletic tickets. Free access to UT Austin's libraries and museums with a staff ID card. Free rides on all UT Shuttle and Austin CapMetro buses with a staff ID card. For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards

This position is fixed term with an expected end date of August 31, 2027, with the opportunity for extension based on performance and funding.

Purpose

The Administrative Associate will serve as a key member of the IPSI Administrative team and report to the Finance Officer. This role supports the Administrative employment lifecycle for All In 2024 & All In 2025 directors, staff, and district employees through daily GEAR UP operations. The Administrative Associate will help foster a culture of exceptional customer service, timely and accurate support, exceptional attention to detail, teamwork, continuous learning, and professional growth, while serving as a trusted resource for IPSI.

Responsibilities

• Lead all administrative aspects of hiring on grants. Receive and organize applications, schedule virtual and in-person interviews with candidates, onboard new employees, monitor compliance training, and process annual employment letters.

• Arrange travel for employees and non-employees including flight, hotel, and rental car accommodations. Process and track reimbursements for business trips and training sessions for grant staff. Attend weekly travel management service meetings and inform IPSI team members about updates to travel rules and policies.

• Determine work priorities and schedules. Maintain calendars for multiple directors and schedule in-person and virtual meetings. Draft and edit correspondence, proposals, and reports. Respond to telephone and email inquiries, order supplies for the office and IPSI team/field workers, and ship materials.

• Lead event planning for multiple grant projects. Coordinate all logistics for events and staff trainings, including meeting space, hotel arrangements, food, AV, registration, and rooming lists. Register program staff for conferences.  

• Oversee purchasing lifecycle for projects. Create and track VP2 invoice payments, arrange working meals including creation of Official Occasion Expenses form (OOEF) and payment on VPE, solicit bids, and create and process purchase orders (POs) and requisitions. Review, process, and reconcile invoices from vendors. Initiate hotel contracts and oversee processing.

• Provide critical, daily administrative support to the IPSI Executive Director as well as IPSI Directors, Finance Officer, project managers, and 20+ GEAR UP Coordinators.

• In concert with Finance Officer monitor contracts and keep track of services and spend down. Ensure all expenditures are align with district approvals, contract statement of work, and annual awards by maintaining expenditure tracking sheets for vendor and district contracts.

• Other duties as assigned.

Required Qualifications

Diploma (High School) or GED and at least 5 years of clerical experience; or Bachelor’s degree and at least 1 year of experience at the Administrative Assistant level

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Experience currently or previously working at The University of Texas a