Senior Administrative Associate, Department of Nutritional Sciences

Job Posting Title:

Senior Administrative Associate, Department of Nutritional Sciences

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Hiring Department:

Department of Nutritional Sciences

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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:

Apr 01, 2024

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Position Duration:

Expected to Continue

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Location:

AUSTIN, TX

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Job Details:

Purpose

Provide high-level administrative support to Department of Nutritional Sciences, including the Department Manager, Chair, Faculty and Program Directors. The ideal Senior Administrative Associate is proactive, motivated, resourceful, and professional.

Assists the Department Manager in the Department of Nutritional Sciences with large volume of varied and complex administrative tasks. Exercises high degree of initiative and judgement. Responsible for a variety of technical tasks and use of a wide variety of university programs and processes.

This position is in person with possibility of remote options after 6 months.

Responsibilities

Administer departmental seminars and events:

• Coordinate all logistics of weekly invited speaker and graduate student series and lunches, including coordinating travel for visiting speakers, planning itineraries, booking hotels, obtaining entertainment approvals, researching and booking venues, processing travel reimbursements, coordinating with UT facilities and catering, and other tasks as required

• Manage annual special lecture series events, including the Jean Andrews Visiting Professor Lecture and the Graduate Student Distinguished Lecture

• Create new vendor profiles, direct billing accounts, and establish relationships with regular purveyors

• Create and distribute weekly seminar advertising flyers and announcements

Administer departmental academic offerings:

• Support course related activities in the academic programs, including: manage course scheduling, room scheduling, course instructor surveys, FASET system, schedule final exams

• Assist with course catalog updates and changes for multiple degree plans, in conjunction with Department Chair, departmental leadership, and program advisors

• Manage classroom scheduling and other administrative tasks for academic classes

Assist with departmental financial expenditures:

• Gather, review, and submit supporting documentation related to accounts payable, purchasing, travel reimbursements and other requests, as needed

• Utilize UT financial request and processing systems, such as DEFINE, FRMS, Point Plus, and others, as needed

Maintain and manage departmental website and social media platforms:

• Maintain and update faculty, staff, and graduate student profiles and photos

• Create and update website content, interfacing with CNS IT and Communications departments

• Maintain departmental calendar

• Post NGSA Newsletter

• Oversee departmental interns assisting with social media, website updates, and the Wiki page

Manage and maintain physical spaces:

• Conduct physical inventory of NTR equipment and resources

• Process facilities and maintenance requests, including key requests

• Serve as the on-site point person of contact for faculty, staff, students, and visitors

• Order office and educational supplies and receive packages for teaching laboratories

• Update departmental contact lists and directories

• Distributes campus and U.S. Mail

Provide administrative support to departmental special programs:

• Assist with registrations, creation of program materials, and advertising for special programs (e.g., Summer Camp, Study Abroad, Dietetics)

• Provides administrative support to program directors, as needed

Provide back-up to Department Manager and other related functions as assigned

Required Qualifications

Bachelor’s degree and 3 or more years of administrative experience. Experience with event coordination, course scheduling, website maintenance and social media, and understanding of financial procedures. Motivated self-starter with ability to work as a team, ask questions and work autonomously with minimal supervision. Ability to be responsive to changing priorities, pay attention to details, and communicate with a wide variety of personalities and needs. Excellent written and verbal communication, organizational skills, and positive attitude. Proficient computer skills and ability to navigate numerous different applications.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Five or more years of administrative experience. UT experience in an Administrative or Technology role with increasing responsibility. Student supervisory experience. Familiarity with administrative operations in an academic setting.

Salary Range

$55,000 + depending on qualifications

Working Conditions

• May work around standard office conditions.

• Repetitive use of a keyboard at a workstation.

• Use of manual dexterity.

• Extended work hours may be required.

Required Materials

• Resume/CV

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

• Letter of interest

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 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 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.