Administrative Associate

Job Posting Title:

Administrative Associate

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Hiring Department:

Lady Bird Johnson Wildflower Center

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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:

Jan 01, 2025

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Position Duration:

Expected to Continue

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Location:

JOHNSON WILDFLOWER CENTER

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Job Details:

General Notes

The University of Texas at Austin Lady Bird Johnson Wildflower Center is committed to inspiring the conservation of native plants through its public botanic garden and its education, research and outreach programs. Founded by Lady Bird Johnson and Helen Hayes in 1982, the Wildflower Center is the state botanic garden, a community gem, and a national leader in the field of native plant education, sustainable landscapes, land restoration and research. It is home to the largest living collection of Texas native plants in the state, welcomes 240,000 visitors annually, has 16,000 members and reaches more than 2 million people through its website. The Center is focused on improving landscapes, promoting biodiversity, and connecting people with our environment.

The Wildflower Center believes that the "environment is where we all meet," as Lady Bird Johnson once wisely said. We are a community of people that care for each other, our land and our broader community.

Benefits-eligible Wildflower Center staff members enjoy the robust health, time off and leave, and retirement benefits of The University of Texas at Austin employees. Wildflower Center staff get free parking, a free annual membership, discounts on Center classes and purchases made at the Gift Shop and Gallery and the Wildflower Café, and access to featured events. An inspiring and beautiful work environment with outstanding coworkers awaits you.

Purpose

The ideal candidate wiill work as part of the Finance Team handling the procurement of goods and services for the Lady Bird Johnson Wildflower Center. Duties will also include daily deposits, travel, and assisting with inventory cycle.

Responsibilities

* Prepare and process expense vouchers, reimbursement requests, and purchase orders. Process delivery payments, oversee distribution of items, and inventory self-tagging when needed. Coordinate technology purchases with the IT Team. Initiate state-contracted purchases and gather bids when required. Gather receipts and process payments for all Center credit cards including fuel, conference, and travel cards. Setup and maintain direct bill accounts, new vendors, and direct deposit accounts.


* Prepare and process all travel requests and reimbursement payments. Oversee travel credit cards including processing payments, group travel, and requesting temporary credit limit increases. Maintain and setup hotel and rental car direct bill accounts. Stay up to date with travel rules.


* Prepare and process contractual payments including entertainment, exhibition, professional services, and other event-related payments. Ensure UT and College entertainment, licensed venue, and alcohol policies are followed.


* Prepare daily deposits from areas across the Center including admissions, gift shop, venue rentals, camps, and special events. Initiate deposit vouchers using data and reports from various web-based systems. Work closely with the Bursar's office and Development office to track and process checks. May require occasional driving to main campus.


* Oversee the general Center Accounting email mailbox and respond to daily purchasing inquiries and procurement of goods and services requests. Work directly with directors, managers, and staff concerning best practices, polices, and procedures. Research and find best prices.


* Oversee the annual inventory certification process.


* Other duties as assigned.



Required Qualifications

* High school diploma or GED.


* At least 5 years of clerical experience with a high school diploma or GED, or at least 1 year of clerical experience at the Administrative Assistant level with a Bachelor's degree.


* Demonstrated strong organizational and analytical skills with attention to detail and resourcefulness.


* Ability to work independently and on multiple projects and within a team, and under pressure of strict deadlines, with a high level of accuracy.


* Outstanding data entry and problem-solving skills.


* Excellent written and verbal communication skills.


* Commitment to great customer service.


* Familiarity with Excel and Microsoft Office suite.


* Friendly demeanor and positive attitude.



Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

* Bachelor's degree in business or other relevant degree program.


* Working knowledge of University financial and administrative systems including *DEFINE, Point Plus, FRMS, CCART, Request Form System, UT Box, UT Market, etc.


* More than the required number of years of experience.


* Experience working in higher education within a service-oriented unit.



Driving Required

This job requires a class "C" operator's driver's license. The applicant selected must provide a current three year driving record from the current state of residence. If not currently a Texas resident, a Texas driver's license must be obtained within 30 days of becoming a Texas resident. Employees who are required to have a CDL are subject to drug and alcohol testing (pre-employment, post-accident, reasonable suspicion, random, return-to-duty, and follow-up drug and alcohol testing).

Salary Range

$41,600 + depending on qualifications

Working Conditions

* May work around standard office conditions.


* Repetitive use of a keyboard at a workstation.



Work Shift

* Monday through Friday, 8:00 am-5:00 pm


* An occasional evening or weekend day may be required for mission-related events.



Required Materials

* Resume/CV


* 3 work references with their contact information including email address; at least one reference should be from a supervisor.


* Letter of interest



Please note: you may upload one PDF with all documents included for ease in applying.

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 into 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:

* 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.