Senior Administrative Associate, Department of Mechanical Engineering
Phase2 Technology, Austin, TX, United States
Overview
Job Posting Title:
Senior Administrative Associate, Department of Mechanical Engineering
Hiring Department:
Walker Department of Mechanical Engineering
Position Open To:
All Applicants
Weekly Scheduled Hours:
40
FLSA Status:
Non-Exempt from FLSA
Earliest Start Date:
Immediately
Position Duration:
Expected to Continue
Location:
UT MAIN CAMPUS
Job Details:
General Notes
UT Austin, recognized by Forbes as one of America’s Best Large Employers, provides outstanding employee benefits and total rewards packages that include:
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 8.25% 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 UT Shuttle and Austin CapMetro buses with staff ID card
In the Walker Department of Mechanical Engineering, we design and build devices and systems that transform industries and improve lives around the world. The department has a supportive community ASPIRING to solve the most pressing challenges of the 21st century through world class research, student education, and service.
This job description may not include all assigned duties, responsibilities, or aspects of the job described. This position may be eligible for a hybrid (on-campus and off-campus) work based on business needs and at the discretion of the supervisor.
Responsibilities
Process travel authorizations and vouchers for faculty, staff, students, visitors and UT affiliates through UT’s Request Forms system and DEFINE (VE5, VE6, VP5, VP2, NETA, ESA, VT6, etc.). Create vendor IDs as needed (PIF, GGV). Assist with transportation, hotel, and rental car arrangements in Concur as needed.
Process all entertainment payments and reimbursements (VPEs).
Assist with travel coordination for high volume events: seminars, faculty recruitment, graduate recruitment, etc.
Support and assist large research groups concerning travel and entertainment reimbursements.
Provide training and education on UT Travel and Entertainment policies and procedures for faculty, staff and students.
Other duties as assigned.
Required Qualifications
High School diploma or GED and seven years of clerical experience, including one year at the Administrative Assistant or Administrative Associate level.
Bachelor’s degree and three years of relevant experience.
Demonstrated ability to manage conflicting deadlines in a fast-paced and dynamic work environment.
Demonstrated ability to work effectively under pressure and maintain composure.
Excellent written and verbal communication skills.
Excellent attention to detail.
Experience with Microsoft Word, Excel, PowerPoint and Outlook.
Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
Prior experience in an academic or research environment.
DEFINE voucher processing (VE5, VP5, VP2, VPE).
Working knowledge of university purchasing procedures and policies.
Salary Range
$55,000 + depending on qualifications
Working Conditions
Work is performed in a standard office environment.
Repetitive use of keyboard at workstation.
Work Shift
Standard work schedule is Monday - Friday, 8:00 a.m. - 5:00 p.m.
Periodic work outside of normal business hours, including evenings and weekends, may be required on a periodic basis.
Required Materials
Resume/CV
Letter of interest
3 work references with their 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 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 and update the sections in your Professional Profile before you apply. The application is one page and you will be prompted to upload your resume. You must respond to the application questions to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.
----
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.
----
Retention and Compliance
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.
Background Checks:
A criminal history background check will be required for finalist(s) under consideration for this position.
Equal Opportunity Employer:
The University of Texas at Austin is an equal opportunity/affirmative action employer and does not discriminate on the basis of race, color, national origin, age, sex, or veteran status in employment, educational programs and activities, and admissions.
Pay Transparency:
The University of Texas at Austin will not discharge or discriminate against employees or applicants for discussing pay, with certain restrictions as required by policy.
Employment Eligibility Verification:
If hired, you will be required to complete the federal E-Verify I-9 form. Documents must be presented no later than the third day of employment. Failure to do so will result in loss of employment.
E-Verify:
The University uses E-Verify for all new hires. For more information, see the following:
E-Verify Poster (English and Spanish) [PDF]
Right to Work Poster (English) [PDF]
Right to Work Poster (Spanish) [PDF]
Compliance:
Employees may be required to report violations of law under Title IX and the Clery Act. You may access the most recent Annual Security and Fire Safety report here or obtain a copy at Compliance Services, 1616 Guadalupe Street, Austin, TX.
#J-18808-Ljbffr
Job Posting Title:
Senior Administrative Associate, Department of Mechanical Engineering
Hiring Department:
Walker Department of Mechanical Engineering
Position Open To:
All Applicants
Weekly Scheduled Hours:
40
FLSA Status:
Non-Exempt from FLSA
Earliest Start Date:
Immediately
Position Duration:
Expected to Continue
Location:
UT MAIN CAMPUS
Job Details:
General Notes
UT Austin, recognized by Forbes as one of America’s Best Large Employers, provides outstanding employee benefits and total rewards packages that include:
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 8.25% 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 UT Shuttle and Austin CapMetro buses with staff ID card
In the Walker Department of Mechanical Engineering, we design and build devices and systems that transform industries and improve lives around the world. The department has a supportive community ASPIRING to solve the most pressing challenges of the 21st century through world class research, student education, and service.
This job description may not include all assigned duties, responsibilities, or aspects of the job described. This position may be eligible for a hybrid (on-campus and off-campus) work based on business needs and at the discretion of the supervisor.
Responsibilities
Process travel authorizations and vouchers for faculty, staff, students, visitors and UT affiliates through UT’s Request Forms system and DEFINE (VE5, VE6, VP5, VP2, NETA, ESA, VT6, etc.). Create vendor IDs as needed (PIF, GGV). Assist with transportation, hotel, and rental car arrangements in Concur as needed.
Process all entertainment payments and reimbursements (VPEs).
Assist with travel coordination for high volume events: seminars, faculty recruitment, graduate recruitment, etc.
Support and assist large research groups concerning travel and entertainment reimbursements.
Provide training and education on UT Travel and Entertainment policies and procedures for faculty, staff and students.
Other duties as assigned.
Required Qualifications
High School diploma or GED and seven years of clerical experience, including one year at the Administrative Assistant or Administrative Associate level.
Bachelor’s degree and three years of relevant experience.
Demonstrated ability to manage conflicting deadlines in a fast-paced and dynamic work environment.
Demonstrated ability to work effectively under pressure and maintain composure.
Excellent written and verbal communication skills.
Excellent attention to detail.
Experience with Microsoft Word, Excel, PowerPoint and Outlook.
Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
Prior experience in an academic or research environment.
DEFINE voucher processing (VE5, VP5, VP2, VPE).
Working knowledge of university purchasing procedures and policies.
Salary Range
$55,000 + depending on qualifications
Working Conditions
Work is performed in a standard office environment.
Repetitive use of keyboard at workstation.
Work Shift
Standard work schedule is Monday - Friday, 8:00 a.m. - 5:00 p.m.
Periodic work outside of normal business hours, including evenings and weekends, may be required on a periodic basis.
Required Materials
Resume/CV
Letter of interest
3 work references with their 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 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 and update the sections in your Professional Profile before you apply. The application is one page and you will be prompted to upload your resume. You must respond to the application questions to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.
----
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.
----
Retention and Compliance
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.
Background Checks:
A criminal history background check will be required for finalist(s) under consideration for this position.
Equal Opportunity Employer:
The University of Texas at Austin is an equal opportunity/affirmative action employer and does not discriminate on the basis of race, color, national origin, age, sex, or veteran status in employment, educational programs and activities, and admissions.
Pay Transparency:
The University of Texas at Austin will not discharge or discriminate against employees or applicants for discussing pay, with certain restrictions as required by policy.
Employment Eligibility Verification:
If hired, you will be required to complete the federal E-Verify I-9 form. Documents must be presented no later than the third day of employment. Failure to do so will result in loss of employment.
E-Verify:
The University uses E-Verify for all new hires. For more information, see the following:
E-Verify Poster (English and Spanish) [PDF]
Right to Work Poster (English) [PDF]
Right to Work Poster (Spanish) [PDF]
Compliance:
Employees may be required to report violations of law under Title IX and the Clery Act. You may access the most recent Annual Security and Fire Safety report here or obtain a copy at Compliance Services, 1616 Guadalupe Street, Austin, TX.
#J-18808-Ljbffr