Administrative Associate

Job Posting Title:

Administrative Associate

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Hiring Department:

Kinesiology and Health Education

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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 University of Texas at Austin provides employees a competitive benefits package that includes health insurance (premiums covered 100% for full-time benefits-eligible employees), retirement plans, and paid leave, in addition to other programs and services. We offer robust free training access through LinkedIn Learning, professional conference opportunities, and 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

Purpose

The Department of Kinesiology and Health Education is seeking a Administrative Associate to provide human resource, purchasing, and general administrative support.

Responsibilities

• Department HR Partner. Provide support to the Department of Kinesiology and Health Education throughout the employee life cycle, including but not limited to recruiting, on-boarding, reclassifications, compensation changes, allowances, timekeeping, leave management, terminations, and off-boarding tasks. Manage a high volume of electronic business processes for staff, students, and faculty in Workday. Provide support for visiting scholar appointments, including but not limited to, performing visual compliance checks, submitting visa requests through My IO, and drafting offer letters.
• Support department in faculty job searches including creating job posting in Interfolio, scheduling faculty search meetings, scheduling zoom interviews and campus visits with candidate, managing itineraries, processing travel for candidate visits, tracking spending and update tracking spreadsheet on box, creating offer letters, and processing PARs.
• Provide administrative support for Promotion and Tenure. Collect, organize, and secure all materials in Box. Respond promptly to corrections that need to be made to materials on a tight timeline.
• Process purchase orders, business contracts, service vouchers, entertainment authorizations and vouchers including purchase orders from foreign vendors and wire transfers. Make travel arrangements, process travel authorizations and reimbursements.  Monitor status of all financial transactions. Research and resolve transaction questions punctually.  Communicate UT policies to faculty, staff and students.
• Coordinate, manage and assist in department meetings and special events: Alderson Lecture, Mccraw Lectures, Hall of Honor, etc. Assist with special projects: National Kinesiology Academy review, KHE Annual Report, etc.
• Answer routine questions, assist and direct students and visitors to appropriate area. Receive deliveries and notify recipients of their arrival.  Prepare mass mailings and express shipments.  Monitor office inventory and order supplies as needed. Oversee maintenance and supplies on office machines.  Check out computers and audio-visual equipment. 
• Contracts Plus contact. Process departmental business contracts.
• Other related duties as assigned

Required Qualifications

• High school diploma or GED and at least five years of clerical experience.
• Excellent oral and written communication skills, organizational skills and attention to detail.
• Professional demeanor.
• Ability to maintain punctual, dependable hours on a regular basis.
• Ability to accurately complete projects and meet deadlines without excessive oversight.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Bachelor’s degree and more than the required amount of experience.
• Experience at the University of Texas or in a university setting.
• Familiarity with university policies for purchasing, accounting and travel as well as administrative systems such as DEFINE and FRMS.
• Experience working successfully with students, faculty, and visi