Administrative Associate – Provost’s Office Business Services

Job Posting Title:

Administrative Associate – Provost’s Office Business Services

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Hiring Department:

Resource Management

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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:

Purpose

The Provost’s Office Business Services team seeks support for procurement, travel, cash handling, and general administration. The ideal candidate will be detail-oriented, organized, and dedicated to providing great service. This is an excellent opportunity for those interested in learning a variety of business processes in a fast-paced environment.

Responsibilities

Procurement and Travel

• Facilitate the procurement of goods and services ensuring compliance with university and departmental policies and procedures. Follow good practices when acting on requests.
• Receive, monitor, and update requests in ticketing/tracking systems. Ensure timely action and that service levels are maintained. Communicate effectively with requestors and vendors. Resolve issues that may emerge.
• Obtain quotes/bids; collaborate with central offices on requests for proposals. Prepare exclusive acquisition and best value justifications. Assist requestors in completing Official Occasion Expenses Forms (OOEFs). Prepare Employee/Independent Contractor Classification Checklists.
• Set up vendors in university accounting system. Obtain payee information forms
• Complete contract templates and/or draft contracts, MOUs, and other agreements. Identify GPOs, state contracts, and UT agreements to facilitate customer purchases. Submit contracts through Contracts+.
• Prepare purchase orders and purchase order changes. Process UT Market purchases. Serve as purchasing card holder and process Amazon Business Prime orders.
• Prepare travel authorization forms and updates include request for travel authorizations (RTAs) and Non-Employee Travel Authorization (NETA) forms.
• Assist with set up of group travel arrangements as assigned.
• Advise travelers of university and departmental policies and procedures.
• Serve as Hotel, Meeting, and Event cardholder. 

Scholarships and Cash Advances

• Prepare scholarship award documents and cash prizes as assigned.
• Create, monitor and reconcile cash advances and participant fee requests.

Cash Handling

• Process checks using proper cash handling protocols. Update logs.
• Review documentation highlighting any restrictions and purpose.
• Ensure checks and credit card payments are posted to the correct account in a timely manner meeting service level expectations.

Administration and Continuous Improvement

• Ensure records are complete, accurate, and managed according to university record management protocols.
• Provide administrative support as assigned.
• Maintain an expert level of knowledge of university and unit policies and procedures including Certified Texas Contract Manager (CTCM) certification.
• Engage in the continuous improvement of processes, procedures, and systems.

Additional Duties

• Process payment vouchers as assigned.
• Serve as back up to EVPP Business Affairs colleagues as needed. Develop robust understanding of procurement, payment, receivable, and scholarship operations.
• Other related functions as assigned.

Required Qualifications

• High school graduation or GED and five years of experience performing clerical or administrative support, or Bachelor’s degree and 1 year of performing clerical or administrative support.
• Highly organized and capable of tracking and managing multiple tasks and deadlines.
• Basic understanding of Office Suite and Outlook and Adobe.
• Comfortable navigating and using new computer software.
• Demonstrated excellent interpersonal and written and oral communication skills.
• Ability to work as part of a team and independently with little supervision.
• Detail oriented.
• Exceptional customer service skills.
• Relevant education and experience may be substituted as appropriate.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Experience with UT purchasing, payment, travel or cash handling, policies and processes.
• Knowledge of DEFINE and UT Market.
• Ability to exercise sound judgment, tact, and discr