Administrative Associate, School of Design and Creative Technologies

Job Posting Title:

Administrative Associate, School of Design and Creative Technologies

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Hiring Department:

School of Design and Creative Technologies

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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:

Sep 09, 2024

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Position Duration:

Expected to Continue Until Dec 31, 2024

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

As the largest undergraduate program in the College of Fine Arts, the School of Design and Creative Technologies (SDCT) at The University of Texas at Austin has become a national leader in design, design thinking, game design, and creative technology innovation during its five-year tenure. Home to three undergraduate degrees, two graduate programs, a robust bridging discipline certificate, The Center for Integrated Design and over 20 faculty, the Department of Design and Department of Arts and Entertainment Technologies make up the School of Design and Creative Technologies. We seek a curious, proactive collaborator to continue the SDCT’s mission of growth and innovation.

Purpose

To provide accounting and administrative support to the School of Design and Creative Technologies’ faculty, students, and staff. The position will be multifaceted with duties ranging from processing purchase and reimbursement requests, assisting with travel arrangements and billing, coordinating logistics for events and meetings, and various other duties as assigned. 

This is an hourly, full-time (40 hours per week) position which begins September 1, 2024, and concludes December 31, 2024.

Responsibilities

• Create, process and maintain purchase and reimbursements documents in the DEFINE system, maintaining compliance with COFA, UT and state regulations and ensuring payments are made in a timely manner.

• Create, process and maintain Travel and Entertainment documents. This includes assisting with travel arrangements for faculty and guest artists.

• Provide consistent, timely, and reliable communication to staff, faculty and vendors via email or other methods regarding status of approvals, returns, and process changes.

• Assist with purchasing and inventory management of SDCT equipment and supplies. This includes but is not limited to classroom/event equipment and furniture, computer software and peripherals, office supplies, books, and food. These purchases may require off-campus trips. Liaise with SDCT’s Accounting Lead on Official Occasional Expense Forms (OOEFs), purchase orders (POs), vendor contracts, setting up tax exempt and direct billing accounts, and assisting in the management of reconciling the ProCard per University and COFA Standards.

• Provide general SDCT event logistics and support including reserving space, arranging catering, facilitating event production with UT Facilities and building managers, document printing, managing expenses to meet budgets, and event preparation and participation.

• Other Duties as Assigned.

Required Qualifications

• Bachelor's degree and one year of administrative experience, preferably one year of experience at either the Administrative Assistant or the Administrative Associate level, or high school graduation or GED, and five years of administrative experience, including one year at either the Administrative Assistant or the Administrative Associate level.

• Working experience with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Familiar with University of Texas at Austin-specific policies and procedures.

• Familiar with University of Texas at Austin-specific applications.

Salary

$24 per hour (fixed rate)

Working Conditions

• Work is performed in a standard office environment

• Repetitive use of keyboard at workstation.

• Work outside normal business hours, including evenings and weekends, is required on a periodic basis

• Regularly moves and lifts packages of up to 20 pounds.

Work Shift

Standard Monday - Friday, 8:00am – 5:00pm

Required Materials

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

• Letter of interest