Administrative Associate

Job Posting Title:

Administrative Associate

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Hiring Department:

Bureau of Economic Geology

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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:

PICKLE RESEARCH CAMPUS

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Job Details:

General Notes

This position is located at the J.J. Pickle Research Campus in North Austin.

Purpose

Due to the growth of the TexNet Multidiscilinary Program we are seeking help from an experienced, detail-oriented individual to provide administrative support for various aspects of the program.

Responsibilities

• Create pre-and-post domestic and international travel documents (e.g. travel vouchers), complete travel reimbursements, and maintain records for records retention. Provide support with hotel accommodation when needed and educate travelers on travel procedures and travel rules.
• Maintain License Agreement records and calendar for approximately 200+ TexNet stations in collaboration with Land Manager and UT Campus Real Estate Office. Assist in preparing land-related correspondence and documents and interacting with landowners. Keep license agreements accessible to field operators and up to date.
• Manage and prepare domestic and international shipments. Generate commercial invoices and deliver shipments to a Fed-Ex drop-off location if necessary.
• Maintain an RMA database for faulty instruments and work with deliveries of new equipment.

• Organize events/meetings on-site or off-site.  Create Official Occasion Event Forms for meetings and track approvals; secure catering/restaurant contracts and submit for approval; order, receive, and set-up/clean-up catering; ensure payments for services are completed timely; reserve conference rooms; request guest parking; schedule IT support; etc.  Attend the Annual TexNet meeting.

• Submit purchase and facilities requests as needed.

Required Qualifications

Bachelor's degree and one year of experience at the Administrative Assistant level or equivalent, or high school graduation or GED, and five years of clerical experience, including one year of experience at the Administrative Assistant level or equivalent. Highly organized and detail oriented. Excellent oral and written communication skills.  Proven ability to work in a fast-paced and demanding environment and to exercise independent judgement.  Experience with Microsoft Word, Excel, PowerPoint, and Outlook. Proven efficiency with Microsoft Word, Excel, PowerPoint and Outlook.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Experience with UT DEFINE. Proficiency with Microsoft Word, Excel, PowerPoint and Outlook. Working knowledge of UT policies, procedures, and administrative systems. Experience with cloud infrastructure (Box, SharePoint, Google Drive, Dropbox, etc), and chat tools (e.g., Slack). Working knowledge of UT policies, procedures, and administrative systems.

Salary Range

$54,000 + depending on qualifications

Working Conditions

• May work around standard office conditions

• Repetitive use of a keyboard at a workstation

• Occasional weekend, overtime, and evening work to meet deadlines

Required Materials

• Resume/CV

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded.  Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to you