Temporary Administrative Associate

Job Posting Title: Temporary Administrative Associate - Undergraduate Education, College of Natural Sciences - (UTEMPS) Hiring Department: UTemp Pool Position Open To: All Applicants Weekly Scheduled Hours: 40 FLSA Status: Non-Exempt Earliest Start Date: Immediately Position Duration: Expected to Continue Until Jun 30, 2025 Location: UT MAIN CAMPUS 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 assignment is June 30, 2025. Purpose Provide administrative support to the Undergraduate Education (UE) Operations Team within the College of Natural Sciences. Responsibilities Office Management & Administrative Support: - Assist the Associate Dean for Undergraduate Education by managing and processing calendaring needs, including complex scheduling. Manage the CNS student associate dean email account and answer the office phone. Review and route emails, general correspondence, and newsletters to appropriate CNS faculty, staff, and students. Assist the director of operations by managing and processing calendaring needs, including complex scheduling. - Assist Assistant Dean for STEMx by managing and processing calendaring needs, including complex scheduling. - Manage office supply purchases and maintain overall office operations. Maintain cleanliness, inventory, and order in shared kitchen, copy room, and conference room. Distribute communications to the Undergraduate Education listserv and other groups as needed on behalf of the Associate Dean, Operations Team, and UE Wellness Committee. Meetings & Event Support: - Assist in coordination of meetings for Associate Dean and other key stakeholders as directed, including scheduling, booking space, ordering catering and managing purchasing, taking meeting notes, and providing remote modality options as needed. Prepare and distribute meeting agendas for UE Leadership meetings, and take meeting notes. - Engage in day-before preparation and day-of execution for student-facing events in support of UE Events Coordinator. Financial: - Responsible for collecting and preparing receipts for processing, including uploading materials into shared Box folder, updating purchase logs, and routing to appropriate stakeholder/s on the Operations Team. In support of ProCard (VP7) approval, ensure that the approval checklist is fulfilled before handing it off to the Administrative Associate for processing and approval by checking that all receipts and supporting documentation are present and accounted for. HR: - Act as timekeeper by utilizing Workday to approve student worker timesheets on a weekly basis. - Additional HR administrative support as assigned. Other: - Additional duties as assigned Required Qualifications High school diploma/GED. 5 years of administrative experience or 1 year of experience at the Administrative Assistant level with a bachelor's degree. Must be able to work independently and/or in a team environment. Attention to detail and sharp organizational skills. Excellent verbal and written communication skills, interpersonal skills, and ability to problem solve. Ability to accurately ensure error-free preparation of financial and planning documents. Ability to effectively manage concurrent projects with accuracy. Relevant education and experience may be substituted as appropriate. Preferred Qualifications More than the required qualifications. Experience utilizing Microsoft Office suite or other office management software. Familiar with UT Austin's policies and procedures. Hourly Rate $22.00 depending on qualifications Working Conditions Attire: Business Casual 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 schedule is 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 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 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. 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. 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. 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, 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. 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. 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. 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] 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.