Temporary Senior Administrative Associate

Job Posting Title:

Temporary Senior Administrative Associate -Information Technology Dell Medical School - (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 Apr 04, 2025

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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 assignment is April 04, 2025. This temporary assignment may transition to regular status.

Purpose

This position will have a focus on assisting the IT Business office with procurement & payments, backup to the EA for events & scheduling without a huge learning curve to UT payment & procurement systems. The ideal candidate has PointPlus, DEFINE, and UT Market skills in addition to basic MS Office software skills.

Responsibilities

• The IT Business Office Senior Administrative Associate is a highly skilled administrative professional responsible for providing complex and comprehensive support to the IT Business Office and executive teams within IT, coordinates complex meetings/events, handling sensitive communications, preparing reports, and is responsible for the business office financial (procurement & payment) processes with a high level of autonomy and attention to detail.

• Acting as a key point of contact for internal and external stakeholders. Works closely with the IT Business Manager and IT Contract Administrator and provides backup assistance to the EA for CMIO/CDO. To assist the administrator of a sizable department with a large volume of highly complex payment and procurement processes, and to aid in the operation of the department, exercising a high degree of initiative and judgment. Responsible, with minimal supervisory direction, for many complex office processes, and for supplying financial and other factual information from a variety of sources. Produce, maintain, and create reports, spreadsheets, and files for the department.

• Execute timed processes to meet University or State finance/procurement and payment regulations. Supply reports to stakeholders on contract status, payment, and procurement processes, ensuring relevant information is distributed within required deadlines. Assists in building department Knowledge Base guides, policies, and procedures for ITBO SharePoint site. Manages the department finance mailbox, and communicates with vendors, and internal and external stakeholders regarding payments, and procurement of technology and adjunct needs for the IT Business Office. Performs special projects and additional duties as assigned.

• Coordinates events and complicated meetings for the ITBO and IT Team Leadership. Produces itineraries, OOEFs, processes payments, and expense reimbursements, and assists with travel for IT leadership as needed. Serves as new hire on-boarding/off-boarding backup to the IT EA or IT Business Office Manager. Collaborate with the IT Contract Administrator to streamline payment, procurement, and contracting processes. Assists internal and external stakeholders with guidance and information relating to maintenance of financial and technology-related processes involving IT crossover into Dell Med pillar business.

Required Qualifications

Bachelor's degree and three years of clerical experience, including one year of experience at either the Administrative Assistant or the Administrative Associate level, or high school graduation or GED, and seven years of clerical experience. Adept in UT financial systems, and broad knowledge of UT System and State payment and procurement rules. Academic medical center experience is a plus. Decision Making and Critical Thinking, Problem-Solving, Service Excellence, Effective Communications, Planning: Tactical, Strategic, Relationship Management. SharePoint, MS Forms or Qualtrics, excellent customer service skills, and attention to detail. Attention to deadlines and excellent time management skills. Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Decision Making and Critical Thinking, Problem-Solving, Service Excellence, Effective Communications, Planning: Tactical, Strategic, Relationship Management. SharePoint, MS Forms or Qualtrics, excellent customer service skills, and attention to detail. Attention to deadlines and excellent time management skills. PointPlus, DEFINE, UT Market, MS0365 Suite (WORD, PowerPoint, Excel) work ready in the UT environment.

Hourly Rate

$25.00

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

• Monday - Friday anytime between 7 am - 6 pm - if this would appeal to a prospective employee. Hours can be floated to accommodate as needed (i.e. 7 am - 4 pm M-W-F and 8 am - 5 pm T-TH)

Required Materials

• Resume/CV

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

• Letter of interest

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 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.

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