Senior Administrative Associate, Office of the Vice President for Research, Scholarship and Creative Endeavors
Job Posting Title:
Senior Administrative Associate, Office of the Vice President for Research, Scholarship and Creative Endeavors----
Hiring Department:
Office of the Vice President for Research, Scholarship and Creative Endeavors----
Position Open To:
All Applicants----
Weekly Scheduled Hours:
40----
FLSA Status:
Non-Exempt----
Earliest Start Date:
Immediately----
Position Duration:
Expected to Continue----
Location:
AUSTIN, TX----
Job Details:
General Notes
The mission of the Office of the Vice President for Research, Scholarship and Creative Endeavors (OVPR) is to foster the expansion of the scale, quality, and impact of scholarly endeavors at UT Austin. We are committed to building capacity, promoting interdisciplinary collaboration, and lowering the barriers and burden involved in scientific and creative inquiry through the development of an investigator-focused infrastructure that supports the needs of UT Austin's research enterprise.
UT Austin offers a competitive benefits package that includes:
100% employer-paid basic medical coverage
Retirement contributions
Paid vacation and sick time
Paid holidays
Eligible for hybrid telework (2 telework days/3 days on main campus)
Please visit our Human Resources (HR) website to learn more about the total benefits offered.
Purpose
Serve as Senior Administrative Associate for the Office of the Vice President for Research, Scholarship and Creative Endeavors. Support the operational and administrative needs of the portfolio.
Responsibilities
Manages the daily operational needs of the office by logging and distributing mail on a daily basis, ensuring the common areas and meeting rooms are clean throughout the day, managing the OVPR general email inbox, assisting with events and supervising the receptionist and student workers.
Oversees day-to-day operational building/space management for OVPR. Serves as the lead contact for OVPR FAC space coordination, Lock & Key Services contact and BACS administrator. Coordinates work and service requests with Facilities. Collaborates with other building space managers to administer building emergency procedures and response plans. Completes space and key audits.
Supports OVPR Finance Team by accurately reconciling ProCards and processing purchase orders, payment vouchers, and accompanying OOEFs. Collaborates with the Purchasing Office and Business Contracts Office to complete BCRCs & EAJs.
Provides professional administrative support for designated OVPR leadership. Supports calendaring with fluid re-prioritization requiring independent decision-making. Schedules appointments and meetings. Coordinates logistics of meeting organization including room scheduling and set-up, assembly of meeting materials and hosting on-site. Supports the development and coordination of schedules for high-level visitors hosted by OVPR. Performs administrative tasks as assigned.
Responsible for managing the OVPR inventory year-round and completing the annual inventory process before the deadline. Manages the OVPR records retention process and assists with OVPR open records request process.
Other related functions as assigned.
Required Qualifications
High school graduation or GED, plus seven years of administrative experience.
Proficiency with Microsoft Office Suite applications including but not limited to Word, Excel, and Outlook.
Professional demeanor.
Excellent teamwork skills.
Exceptional attention to detail.
Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
Bachelor’s degree and five years of administrative experience.
Competency with UT programs.
Experience working in a university environment and/or providing direct customer service.
Demonstrated excellent organizational and communication skills.
Salary Range
$45,000 + depending on qualifications
Working Conditions
Repetitive use of a keyboard at a workstation, use of manual dexterity.
Lift and move standard office files and supplies.
Required Materials
Please mark "Yes" in the "Required Materials" field and upload the following 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.----
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.
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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.