Job Posting Title:

Senior Administrative Associate

Hiring Department:

Facilities Services

Position Open To:

All Applicants

Weekly Scheduled Hours:

40

FLSA Status:

Non-Exempt

Location:

AUSTIN, TX

Job Details:

Salary Range

$55,000+ depending on qualifications.

General Notes

Must be willing to perform all basic administrative duties related to business needs; to include but not limited to: managing Associate Director's(AD's) calendar, scheduling meetings, being scribe for meetings as requested, attending meetings in AD's absence as needed, attending administrative meeting as LIBS representative, traveling to/from Main Campus and JJ Pickle Research Campus (PRC), providing event tabling support on campus, ordering and/or picking up food and drinks for business meetings of University or departmental special events, running business related errands in University vehicles. Applicants will submit 2 samples of work produced in Microsoft Word and 2 samples of work produced in Microsoft Excel; must be original documents (not PDFs).

Your skills will make a difference.

You’ll be working for a university that is internationally recognized for our academic programs and research. Your work will contribute to operational excellence and enhance the student experience. If you’re the type of person that wants to know your work has meaning and impact, you’ll like working in our department and for UT Austin. UT Austin provides an outstanding benefits package including but not limited to:

• Competitive health benefits (employee premiums covered at 100%, family premiums at 50%)
• Voluntary Vision, Dental, Life, and Disability insurance options
• Generous paid vacation, sick time, and holidays
• Teachers Retirement System of Texas, a defined benefit retirement plan, with 8% employer matching funds
• Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b)
• Flexible spending account options for medical and childcare expenses
• Robust free training access through LinkedIn Learning plus professional conference opportunities
• Tuition assistance
• 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/benefitsand https://hr.utexas.edu/current/services/my-total-rewards.

Purpose

To provide responsible, complex administrative skills for the Associate Director for Landscape & Integrated Building Services (LIBS) within the Facilities Services (FS) department, requiring initiative, judgment, collaboration, and teamwork; manage calendaring, provide HR expertise as needed with the preparation and delivery of personnel actions and recruiting efforts; assist with financial and budget functions; manage special events; manage the LIBS annual physical inventory certification.

Responsibilities

• Provide a complex level of administrative support, required to process a broad range of official and financial documentation and correspondence in accordance with policies and procedures regulating the handling of public and confidential information, to the Associate Director of LIBS and all division staff on a daily basis. Regularly extend this administrative support to all FS executives and peer staff, and any executives and peer staff within the FPM and/or FAS portfolios, when needed.
• Assist in all financial and budgetary functions, ensuring proper documentation of all Division budgetary items, including the review, authorization, and approval of Procard transactions, work requests, account funds usage, payment vouchers, travel authorizations and reconciliations, appointments, and requisition documents. Maintain active access to all financial and reporting databases in accordance with University policies and procedures.
• Primary liaison between LIBS and HRSS, ensuring information and directives from Personnel Policy Team meetings are communicated to LIBS staff. Provide HR expertise as needed with the preparation and delivery of personnel actions and recruiting efforts: initiating and/or reviewing recruiting, appointment and separation requests and documentation, recruiting and hiring packages, coordinating interviews for selection committees, and processing new staff for onboarding.
• Assume and maintain the responsibilities of LIBS' Inventory Point-of-Contact (POC) who liaisons with the Inventory Services (IS) unit of Accounting and Financial Management. Resolve requests for information and corrective action from IS. Oversee LIBS’ successful completion of its Annual Physical Inventory Certification and conduct inventory training for inventory managers when needed and requested.
• Monitor and update Division policies as needed to ensure procedures are followed in the most efficient and cost-effective manner possible, provide content specific training and guidance as needed, and ensure all policies, instructions and work assignments are communicated from the Associate Director to peer staff in a clear and precise manner to guarantee assignments are accomplished according to established guidelines.
• Serve as designated FS-FIRST (internal website), FSTV (internal TV display), and Facilities Services (external website) content manager for LIBS. This responsibility includes identifying and communicating changes to web site content to managers as needed or upon request, and seeking FSTV content monthly.
• Assume and maintain the responsibilities as LIBS' Open Records Request Point-of-Contact (POC) who liaisons with the office of the Open Records Coordinator; forward the open records request to the appropriate staff, track the data gathering progress, and ensure the requested information is sent to the Open Records Coordinator by the assigned deadline.
• Follow established safety policies and procedures; report unsafe conditions promptly; report accidents in a timely fashion; wear appropriate personal protective equipment when needed.
• Other related duties will be assigned, including working with other departments within the Facilities Planning & Management portfolio, and occasional overtime required, all to support organizational goals and objectives.

Required Qualifications

Bachelor's degree and five years of clerical experience, including three years of experience at either the Administrative Assistant or the Administrative Associate level; or high school graduation or GED, and seven years of clerical experience, including five years at either the Administrative Assistant or Administrative Associate level. 3 years intermediate experience using Microsoft Word, Excel and PowerPoint.

Preferred Qualifications

Bachelor's degree in business administration, seven years of clerical experience, and more than five years of related experience. 3 years advanced experience using Microsoft Word, Excel and PowerPoint. 3 years advanced experience using DEFINE. 2 years advanced experience using Smartsheet, SharePoint, and Visio. 2 years advanced experience using an integrated work order management system. 2 years experience reviewing and providing departmental website content.

Work Shift

• 40 Hours per week, Monday - Friday, 8am - 5pm, but will consider flexible schedule. Some weekend and overtime work will be required per operational requirements or special assignments by the Associate Director (AD) for Landscape & Integrated Building Services (LIBS).

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest
• Applicant will submit 2 samples of work produced in Microsoft Word and 2 samples of work produced in Microsoft Excel; must be original documents (not PDFs).

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 your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documentsto prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English)[PDF]
• E-Verify Poster (Spanish)[PDF]
• Right To Work Poster (English)[PDF]
• Right To Work Poster (Spanish)[PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report hereor obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.

Job Type: Full-time

Pay: $55,000.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Relocation assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person

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