Temporary Administrative Associate

Job Posting Title:

Temporary Administrative Associate - Department of Management - (UTEMPS)

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Hiring Department:

UTemp Pool

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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 Until Nov 29, 2024

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

Only competitive applicants selected will be contacted and provided with instructions on the continued application process. This temporary assignment may be filled at any time. Please no phone calls or emails. The projected end date for this temporary assignment is November 29, 2024. This temporary assignment may transition to regular status.

Purpose

This administrative associate position will support the Center for Leadership and Ethics operational needs related to the Business of Sports programs and stakeholder engagement. This full-time administrative associate position will be a two-year fixed-term position and is eligible for renewal.

Responsibilities

• ADMINISTRATIVE SUPPORT - Process expense authorizations, purchase requests, bill payments, and individual reimbursements using the McCombs intranet system. Collect documentation, maintain physical and electronic files, log and track expenses, and prepare financial reports as needed. Assist leadership with the budget process, and tracking across multiple accounts. Serve as administrative contact for affiliated student programs (Peer Leadership Coaches) and all Center workshops, programs, and initiatives, including Ethics Unwrapped Prepare travel authorizations (RTAs) and make arrangements for center staff and sponsored students as well as guest speakers. Manage reimbursements as needed Act as Center representative for CAM (Centers at McCombs). Attend staff meetings and CAM meetings as required. Schedule, manage, and prepare for all Center meetings, manage Directors' calendars, as requested. Arrange in-person and virtual meetings as needed Purchasing: Setting up new vendors as needed. Order office, gift, and event supplies Create and disseminate correspondence for the Center Manage reservation schedule and access for the CLE Leadership Lab rooms for students and staff Manage 2 part-time student workers.
• SUPPORT - Provide support for events including CLE Advisory Council meetings, BOSI Board meetings, affiliated conferences, People Analytics Meet-Ups, Peer Leadership Coaches workshops/lectures, Sports Institute and Ethics Unwrapped events, speaker series, and other faculty-led events, guest speakers, Roundtable lunches, executive and student events (lunches/dinners/receptions), and other CLE and Sports Institute sponsored special events Submit room reservations. Complete all OOEFs. Reserve and check out A/V equipment. Manage catering orders, budget/accounts, delivery, and setup. Run registration table, and assist participants with various needs and requests before and during events. Garner student and CAM support as needed for larger events. Set up and break down event spaces. Manage clean-up/post-event follow-ups Manage, update, and track tasks on the annual event planning calendar or application like Asana. Room planning, task lists, and event support in order to get as much event planning done as far in advance as possible. Produce and assemble event materials. Prepare nametags, check-in lists, and participant lists, parking, and gifts as needed. Log participation. Manage follow-up as needed . Manage communication with sponsoring organization pre and post-event.
• COMMUNICATION AND BRAND SUPPORT - Support content marketing and Center and Institute branding update CLE and BOSI website and content to reflect current messaging, curriculum, and projects, as requested. Stay up to date on all brand standards and work to ensure CLE and BOSI materials reflect current brand standards. Reviewing correspondence, newsletters, website, and PowerPoint presentations as needed to support the Center and Institute. Support Marketing with edits or updates, as requested Assist the Director and Marketing Manager with correspondence, as needed. Manage inventory of branded products and gifts for the Center and Institute assist Marketing with coordinating with vendors, processing licensing requests, executing orders, and purchasing, as requested.
• COUNCIL AND BOARD SUPPORT - Maintain contact records and electronic files for Associate and Executive Advisory Council members and Board Members. Maintain and update contact info, bios, photos, website, and development contacts as well as Member committee records. Maintain updated Rosters for all members. Set up monthly meetings for the Executive Committee and other meetings as requested. Assist with the planning and execution of all Council and Board Meetings.

Required Qualifications

High School graduation or GED and five years of clerical experience, or Bachelor's degree and one year of experience performing complex administrative functions. Demonstrated commitment to providing excellent customer service and previous experience in a customer-oriented environment. Self-starter and self-reliant ability to work efficiently, independently, and with little supervision. Demonstrated proficiency in organizing and recording data as well as regular ability in meeting deadlines. Excellent interpersonal, verbal, and written communication skills. Proficiency in Microsoft Excel, Word, and PowerPoint. Regular and punctual attendance. Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Demonstrated excellent use of judgment and decision-making. Demonstrated organizational skills. Demonstrated attention to detail and ability to manage concurrent projects with accuracy.

Hourly Rate

$21.50

Working Conditions

• Attire: Business attire
• Standard Office Environment, Use of manual dexterity, Repetitive use of a keyboard at a workstation, Lifting, pushing, or pulling, Standing.

Work Shift

• Hours per week - 40
• The work hours are from 8:00 a.m. to 5:00 p.m.

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor

Importantfor 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 thatALLRequired 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 questionspresented 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 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 here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.

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