Administrative Associate, Annette Strauss Institute, Moody College of Communicat

Position Title
Administrative Associate, Annette Strauss Institute, Moody College of Communication

Job Details
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

Responsibilities

Financial Support & Planning: Assist with financial tasks such as reporting, reconciliation, and compliance. Pull reports and collaborate with ASI staff to support project budgeting. Provide support for development and fundraising by gathering financial data and assisting with donor documentation. Hold the Procard and conference card. Support completion of annual budget process in coordination with Moody financial officers. Serve as liaison with Moody College and ensure compliance with UT policy, practices, procedures, and deadlines.

Human Resources: Assist with student and staff hiring, coordinating with Moody HR and ASI staff to post ads and set up interviews. Manage Workday processes including contracts, stipends, scholarships, tuition reimbursements, and job changes.

Events: Support events and functions in alignment with the program budget. Serve as contact for vendors and attend events as needed by the Director and institute staff.

Grants and Contracts: Collect proposal documents and organize grant files, prepare draft forms for OSP/SPAA. Run routine expenditure reports.

Office Functions: Manage purchasing and equipment maintenance. Complete annual departmental inventory certification process. Ensure appropriate office support is available for events, projects, and basic office functions. Collaborate with the Director to identify professional development opportunities for staff and develop effective office protocols and procedures. Participate in training and attend meetings to stay up to date on important information pertaining to all job responsibilities.

Other duties as assigned.

Required Qualifications
High School Diploma with at least 5 years of clerical experience, or Bachelor's Degree with at least 1 year of experience at the Administrative Assistant level. Demonstrated proficiency in oral and written communication, excellent organizational skills, and a high level of accuracy and attention to detail. Proficiency in Microsoft Office programs. Ability to assess workload, prioritize tasks, and meet deadlines to manage concurrent projects for multiple areas with accuracy. Ability to learn quickly and be flexible. Ability to undertake and complete tasks with minimal supervision and exhibit individual initiative in meeting the functions of the position. Experience taking ownership of projects and seeing them through to completion.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications
Bachelor's degree and 3 years of administrative experience. Experience with basic accounting practices, including the preparation of budgets and reports. Experience with supporting grant efforts including coordinating with research offices, pre‑ and post‑award grant management at UT Austin. Experience with donor relations and event management.

Salary Range
$50,000 + depending on qualifications

Working Conditions

Standard office environment

Occasional evenings and weekends may be required

Hybrid work schedule with a combination of working remotely and on‑campus hours.

Background Checks
A criminal history background check will be required for finalists under consideration for this position.

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. Employees who have access to the compensation information of other employees or applicants as part of their essential job functions cannot disclose the pay of other employees or applicants 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.

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 must be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

E-Verify
The University of Texas at Austin uses 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 and Spanish) [PDF], Right to Work Poster (English) [PDF], Right to Work Poster (Spanish) [PDF].

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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