Administrative Associate

Job Posting Title:

Administrative Associate

----

Hiring Department:

Recreational Sports

----

Position Open To:

All Applicants

----

Weekly Scheduled Hours:

40

----

FLSA Status:

Non-Exempt

----

Earliest Start Date:

Mar 17, 2025

----

Position Duration:

Expected to Continue

----

Location:

UT MAIN CAMPUS

----

Job Details:

Purpose: This role involves providing responsible and complex administrative support to a department, requiring initiative and sound judgment. It may include supervising subordinate clerical staff performing routine duties. The position is responsible for advanced administrative tasks supporting and overseeing the clerical operations of a large unit or a specialized area. Key duties include managing, preparing, maintaining, and posting records, reports, and budget information; approving vouchers and payrolls; collecting and compiling information; and operating or supervising data entry and retrieval systems. 

General Notes

Must be eligible to work in the U.S. on a full-time basis without sponsorship.

Responsibilities:

Manage  a high volume of purchasing and accounting documents, including payment vouchers, interdepartmental transfers, travel reimbursements, refunds, deposits, and purchase orders, ensuring all work adheres to university policies and procedures.   

Collaborate with staff to manage financial operations. 

Maintain expert knowledge of university policies and procedures while managing departmental accounts and ensuring timely completion of tasks. Translate instructions from technical and administrative supervisors to subordinates. 

Coordinate accounting and purchasing functions as a contributing member of the Business Services staff, managing routine personnel functions, determining work priorities and schedules, and composing departmental correspondence. 

Prepare, maintain, and post records, reports, and budget information while approving vouchers, payrolls, and other financial documents. 

Oversee data entry and retrieval systems, supervise subordinate clerical staff, and coordinate information exchange with other departments as needed. 

Required Qualifications: A Diploma (High School) or GED or a Bachelor’s degree in Accounting, Finance, Business Administration, or a related field is required, along with a minimum of one year of relevant experience in administrative support, purchasing, or financial operations. The candidate must be proficient in Microsoft Office, particularly Excel, Word, and Outlook, and demonstrate the ability to accurately process and reconcile high volumes of purchasing and accounting documents. Strong knowledge of university policies and procedures related to financial transactions and compliance is essential. The candidate must possess excellent verbal and written communication skills, with proven experience serving as a liaison between departments, vendors, or other stakeholders. Additionally, the role requires the ability to work independently with initiative and sound judgment while managing complex administrative tasks.

Preferred Qualifications: A Bachelor’s degree in Accounting, Finance, Business Administration, or a related field is preferred. More than one year of relevant experience, particularly in a university or higher education setting, is highly desirable. Strong knowledge of university policies and procedures related to financial transactions and compliance is essential. The ideal candidate will have advanced knowledge of university-specific systems such as Workday, Banner, PeopleSoft, or the DEFINE (Mainframe) system. Experience with process modernization, system implementation, and supervising student staff is also preferred. Strong organizational and problem-solving skills, along with the ability to prioritize work in a fast-paced environment, are an advantage. 

Salary: $46,500

Working Conditions:

Regular and punctual attendance in the workplace is required, and work overtime hours when necessary. Comply with departmental and university policies, procedures, and initiatives, as well as all other university and system rules and regulations. This position is a Campus Security Authority pursuant to the Clery Act and University policy, and a Responsible Employee pursuant to Title IX, SB212, and University policy. It is a security-sensitive position and classified as non-exempt. 

Work is performed in standard office conditions with repetitive use of a keyboard at a workstation. The role requires manual dexterity, lifting and moving, and may involve exposure to alarms, large crowds, dust,