Senior Administrative Associate Job at University of Texas at Austin
University of Texas at Austin Austin, TX 78758
From $46,000 a year
Job Posting Title:
Senior Administrative Associate
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Hiring Department:
Institute for Geophysics
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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
The Institute for Geophysics at The University of Texas at Austin (UTIG) invites applications for a Senior Administrative Associate to join our team. You will be responsible for travel assistance as well as coordinating inventory. UTIG is one of the three research units in the Jackson School of Geosciences at the University of Texas at Austin. Scientists and students at UTIG conduct expeditionary research in Earth Science in all parts of the world, we are also involved in planetary missions and climate modeling.
Your skills will make a difference.
You will be working for a university that is internationally recognized for our academic programs and research. You will be part of an international effort at the forefront of advancing the energy transition. You will be part of a vibrant university experience that interweaves students, engineering and support staff and senior scientists. You will be part of a team, launching young people on their careers and advancing fundamental and applied science. UT Austin provides an outstanding benefits package including:
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Competitive health benefits (employee premiums covered at 100%)
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Voluntary Vision, Dental, Life, and Disability insurance options
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Generous paid vacation, sick time, and holidays
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Hybrid work schedule
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Teachers Retirement System of Texas, a defined benefit retirement plan, with 8.0% employer matching funds
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Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b)
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Flexible spending account options for medical and childcare expenses
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Robust free training access through LinkedIn Learning plus professional conference opportunities
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Tuition assistance
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Expansive employee discount program including athletic tickets
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Free access to UT Austin's libraries and museums with staff ID card
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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
Serve as Travel and Inventory Coordinator for the Institute for Geophysics at The University of Texas at Austin, J. J. Pickle Campus 10100 Burnet Road Austin, TX.
Responsibilities
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Coordinate staff, student, and visitor travel to fieldwork, meetings, conferences, etc. This includes preparing RTAs, arranging travel, obtaining visas, and processing travel reimbursements. Coordinates with local and remote lodging providers for direct billing and group travel requirements. Supports locally hosted conferences.
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Inventory management for UTIG, to include: receive and distribute incoming shipments between ROC, LSF, JGB, and other UTIG sites. Prepare and submit Self-Tagging Spreadsheets, Inventory Removal Requests, and Annual Inventory Reporting. Manage checkout inventory and fabrication projects. Coordinate surplus turn-in.
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Issue and stock department fieldwork and facilities supplies, including first aid kits, GPS and Emergency Communications Devices, and related supplies.
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Manage departmental vehicle fleet, including coordinating maintenance with fleet services, and managing registration and mileage reporting (CARMA and offline). Manage the UTDRIVER certification program. Additionally, manage and issue parking permits for authorized UTIG staff and visitors. Coordinate and issue department fuel cards and keys.
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Other related functions as assigned.
Required Qualifications
High School diploma or GED. Seven years of clerical experience. Professional demeanor with excellent interpersonal and organizational skills. Ability to work independently with attention to detail and excellent spelling, grammar, and typing skills. Demonstrated initiative to successfully manage multiple demanding projects.
Preferred Qualifications
Bachelor's degree. Prior experience as an Administrative Associate at the University of Texas. 2+ years of experience in a university research administration role. Experience coordinating complicated schedules and managing important deadlines. Relevant education and experience may be substituted as appropriate.
Salary Range
$46,000+ depending on qualifications
Working Conditions
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Work around standard office conditions
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Repetitive use of a keyboard at a workstation
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Use of manual dexterity
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Climbing of stairs
Required Materials
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Resume
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Letter of interest
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3 work references with contact information; at least one reference should be from a supervisor
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
documents
to 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:
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E-Verify Poster (English)[PDF]
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E-Verify Poster (Spanish)[PDF]
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Right To Work Poster (English)[PDF]
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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 here
or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.
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