Senior Administrative Associate

Job Posting Title:

Senior Administrative Associate

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Hiring Department:

Procurement and Payment Services

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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 Procurement and Payment Services (PPS) team serves The University of Texas at Austin as a trusted partner, providing integrated procure-to-payment support, and strategically addressing sourcing, contracting, revenue generating opportunities and payment needs, while safeguarding for the highest-level of qualified and varied supplier performance. For more information on PPS, please visit: https://procurement.utexas.edu/about.

Your skills will make a difference

You’ll be working for a university that is internationally recognized for our academic programs and research. Your work will make a difference in the lives of FAS staff, thereby enhancing the student experience. If you’re the type of person that wants to know your work has meaning and impact, you’ll like working in our department and for UT Austin. UT Austin provides an outstanding benefits package including but not limited to:

• Competitive health benefits (employee premiums covered at 100%, family premiums at 50%)
• Voluntary Vision, Dental, Life, and Disability insurance options
• Generous paid vacation, sick time, and holidays
• Teachers Retirement System of Texas, a defined benefit retirement plan, with employer matching funds
• Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b)
• Flexible spending account options for medical and childcare expenses
• Robust free training access through LinkedIn Learning plus professional conference opportunities
• Tuition assistance
• Expansive employee discount program including athletic tickets
• Free access to UT Austin's libraries and museums with staff ID card
• Free rides on all UT Shuttle and Austin CapMetro buses with staff ID card
• For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards

Must be authorized to work in the United States on a full-time basis for any employer without sponsorship.

Purpose

The Senior Administrative Associate shall be responsible for administrative functions supporting the Procurement and Payment Services (PPS) portfolio and Assistant Vice President. The position requires extraordinary attention to detail and will provide daily administrative support to the Assistant Vice President, coordinating meetings and creating required reports or presentations.  Administrative support will also be provided to the portfolio including serving as liaison with Human Resources, monitoring budgets and ensuring timely processing of portfolio level expenses.

Responsibilities

• Provide coordination for the Assistant Vice President, including the scheduling of internal and external meetings and speaking events.  Prepare meeting agendas and minutes as required.
• Serve as PPS departmental liaison with Human Resources Support Services (HRSS) to ensure personnel actions are submitted and completed successfully. This includes submitting requests for recruitment, hiring, onboarding, offboarding, separations, reclassifications, salary adjustments, and any HR related question on behalf of the PPS portfolio.
• Coordinate required materials for conferences and presentations including but not limited to: required travel, presentation materials, and logistics.  Responsible for coordinating venue, catering and all required approvals for official occasion events hosted by PPS.
• Provide coordination and support to the PPS portfolio for the following functions: building access, sorting and distribution of mail/packages, purchase requests, processing of invoices, reimbursement process for AVP, monthly reporting (unit budgets, staffing/positions, timesheet approvals).
• Communicate with University and non-University personnel on any subject matter relating to PPS and handle communication