Job Posting Title:

Senior Administrative Associate, Business Affairs Office in Cockrell School of Engineering

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Hiring Department:

Cockrell School of Engineering

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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 from FLSA

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

As a top-10 engineering school with the No. 1 program in Texas, the Cockrell School of Engineering at The University of Texas at Austin (UT Austin) has been a global leader in technology innovation and engineering education for over a century. With 11 undergraduate and 13 graduate programs, over 20 research centers and a faculty community that boasts one of the highest number of National Academy of Engineering members among U.S. universities, Texas Engineering has launched some of the nation’s most accomplished leaders and pioneered world-changing solutions in virtually every industry, from space exploration to energy to health care. Situated in the heart of Austin — named “America’s Coolest City” by Expedia and “The Best Place to Live in the U.S.” by U.S. News and World Report — the Cockrell School embodies the city’s innovative spirit. Major companies with Austin campuses, such as Dell, National Instruments, Apple, IBM, Samsung, Google and many others, continue to recruit Cockrell School students at a remarkable rate, launching thousands of successful careers and developing Texas Engineers into industry leaders. 

 

Purpose

As a member of the Cockrell School of Engineering’s Business Affairs Office (BAO), this position will provide support through the review and audit of accounts payable documentation for departments and organized research units. This position will also provide other administrative support for the Business Affairs team under the supervision of the Director of Business and Financial Services.

Responsibilities

• Review, audit, and approve entertainment payment documents (VPEs) for academic departments and organized research units, ensuring accuracy and compliance with University and School level policies. Reviewing entertainment purchases made through UT Market and IDT to ensure appropriate approvals and documentation is in place.
• Review, audit, and approve procard payment documents (VP7s) for academic departments and organized research units, ensuring accuracy and compliance with University and School level policies.
• Manage office operations such as ordering new supplies, submitting work order requests for team members, communicating/coordinating with vendors for water, shredding services, and coffee. Organizing BAO staff meetings and retreats, as well as other office-related tasks.
• Review DocuSign exception requests, OOEFs, and other business paperwork requiring the Chief Business Officer’s approval.
• Other duties include but are not limited to signing for bursar/gift deposits received in the office, providing front desk support, triaging the BAO-accounting email inbox when needed, and occasionally filling in for other team members by reviewing / approving VP1, VP2, and/or VP5 payment vouchers.

 

Required Qualifications

• Bachelor’s degree and three years of administrative experience, or high school graduation or GED and seven years of administrative experience.
• Ability to effectively prioritize and manage competing issues and deadlines.
• Demonstrated excellent verbal and written communication skills.
• Demonstrated ability to effectively work with a variety of business contacts, including faculty, staff, and administrative contacts through the university.
• Demonstrated ability to work effectively as a member of a team and individually.

 

Relevant education and experience may be substituted as appropriate.

 

Preferred Qualifications

• Bachelor’s degree and more than the required amount of administrative experience.
• Demonstrated proficiency in examining, organizing, and reporting data.
• Experience working in an academic environment or at a university, particularly in a STEM environment.
• Working knowledge of UT Austin accounting processes and procedures.
• Experience with DEFINE, Workday, FRMS, UT Market, and Microsoft Office applications.

 

Salary Range

$55,000+ depending on qualifications

 

Working Conditions

• This position is located on UT Austin’s main campus. Partial telework options may be available after the first 6 months.
• Work is performed in a shared office environment with frequent interruptions.
• Use of manual dexterity.
• Repetitive use of keyboard at workstation.
• Occasional need to travel between university buildings to assist with deliveries.

 

Work Shift

• Standard work hours are Monday – Friday from 8 a.m. – 5 p.m.
• Work outside of standard business hours may be required on an occasional basis during peak periods.

 

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 in the first step of the online job application process. Then, any additional Required Materials will be uploaded in the My Experience section; you can multi-select the additional files or click the Upload button for each file. 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 Jobs. Before you apply though, 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. This information will be pulled in to your application. The application is one page and you will need to click the Upload button multiple times in order to attach your Resume, References and any additional Required Materials 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:

• E-Verify Poster (English and 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 here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.