Temporary Sr. Administrative Associate - Construction Industry Institute - PIP - (UTEMPS)

Job Posting Title:

Temporary Sr. Administrative Associate - Construction Industry Institute - PIP - (UTEMPS)

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Hiring Department:

UTemp Pool

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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 Until May 31, 2025

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Location:

PICKLE RESEARCH CAMPUS

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Job Details:

General Notes

Only competitive applicants selected will be contacted and provided with instructions on the continued application process. This temporary assignment may be filled at any time.  Please no phone calls or emails. The projected end date for this temporary assignment is May 31, 2025. Please note that this assignment is located at The West Pickle Research Campus.

Purpose

Supports a small engineering business unit with financial and administrative work assignments. Corresponds with the public and university personnel by phone and email. Compiles financial information and prepares related reports and presentations. Coordinates work with other campus departments. Performs related duties as required.

Responsibilities

• Serve as the primary Accounting contact for Process Industry Practices (PIP). Responsible for processing transactions and performing data entry related to accounts payables and receivables in both QuickBooks and DEFINE. Answer incoming calls and read and respond to emails related to PIP accounting. Liaise with the Cockrell Schools Engineering Business Affairs Office, as well as the University's Offices of Accounting, Sponsored Projects, and Discovery to Impact.

• Execute annual invoicing and collections of membership dues and license fees. Assist members and licensees with completing or obtaining required documentation related to PIP receivables and University bank details. Receive and process payments. Conduct monthly reconciliation for the department and provide financials to PIP Leadership as well as CII. Contribute to the development of the annual budget, perform quarterly analysis of YTD P&L, and develop projections for future years. Attend PIP Quarterly Meetings and Annual Conference (AC) in person.

• Assist with quarterly meeting preparation and manage the check-in desk onsite. Participate as a non-voting member on assigned PIP teams and committees. Provide administrative support, and prepare agenda, minutes, and presentations, as needed. Attend interim virtual PIP meetings, as required. Participate in quarterly meeting evaluations and implement process improvements. Responsible for processing travel authorization documents, as well as travel and entertainment reimbursements for PIP staff.

• Audit PIP's third-party distributor websites annually to ensure all current practice revisions are published, properly listed, and priced. Compile quarterly royalty reports and tabulate data on revenue statistics. Work with internal and external vendors to procure and receive supplies and equipment as needed. Manage supplier contracts and process annual purchase orders.

• Maintain University ProCard and reconcile VP7 documents monthly. Purchase office and breakroom supplies. Responsible for adherence to University policies.

  Perform miscellaneous administrative tasks and other duties as assigned, including but not limited to data entry and general copying, faxing, scanning, and filing. Maintain a filing system in accordance with University records retention policies. Attend staff and other internal meetings. Complete professional development & training, as requested.

Required Qualifications

High School Diploma or GED with a minimum of 5 years of accounting experience. Exhibits high levels of accuracy and attention to detail. Demonstrates effective communication and interpersonal skills. Takes initiative and solves problems. Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor's Degree with at least 1 year of accounting experience. Working experience with DEFINE, QuickBooks, and Microsoft Office Suite, especially Excel. Accounting, Purchasing, Collections, and/or Auditing Experience. Experience working with governmental accounting and/or in a university or public academic setting. Experience working with a non-profit, volunteer, or membership organization.

Hourly Rate

$25.00

Working Conditions

• Attire: Jeans

• Standard Office Environment, Use of manual dexterity, Repetitive use of a keyboard at a workstation, Lifting, pushing, or pulling

Work Shift

• Hours per