Administrative Associate - Physics

Job Posting Title:

Administrative Associate - Physics

----

Hiring Department:

Department of Physics

----

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 College of Natural Sciences at UT Austin , welcomes and respects all individuals and communities by valuing and consciously maintaining awareness of diverse perspectives and experiences. We believe inclusivity is critical to fostering excellence in all of our endeavors, and we promote diversity in our recruiting, hiring and retention practices.

The university offers an impressive benefits package, please see: Prospective Employee Benefits and My Total Rewards for more details. This position is eligible for a hybrid flexible work arrangement (FWA) . FWAs are subject to approval and may shift to meet business needs.

Responsibilities

• Grant Support Duties: Collaborate with department grants and contracts team to provide basic grant-related assistance. Assist with tagging, tracking, removal and disposition of equipment, and maintaining documentation associated to grant purchased assets.

• Administrative Support: Maintain calendars and appointments and maintain records in accordance with retention policies. Collaborate with financials team to provide semesterly graduate student assignments, faculty summer non-teaching assignments; and research staff assignments as needed/requested.  

• Center Meeting & Event Coordination: Facilitate all aspects of center meetings or events including room reservations, catering orders, schedule agendas, act as liaison for invited speakers/visitors, track event budget, process payment/reimbursements. Larger scale events must be coordinated with Physics Executive Assistant.     

• Purchasing Assistance: Serve as a ProCard Holder, purchase office supplies through UTMarket and/or Amazon Business. Collaboration with department purchasing team as needed to gather information to process larger purchases.

• Travel Assistance: Collaborate with the department travel team when assisting faculty, students, and visitors with travel arrangements. Process travel reimbursements. 

• HR Assistance: Serve as a faculty time delegate to review and approve timesheets.  Assist Physics HR team to gather new employee information for center hires.

• Other: At the direction of direct supervisor or Physics Assistant Director, assist in department assignments, tasks, or duties outside of the regular job duties. 

Required Qualifications

Bachelor's degree plus one year of related experience or high school diploma/GED and five years of related experience.

Relevant education and experience may be substituted as appropriate.

Knowledgeable with the following applications: Microsoft Office Suite, Adobe, and DocuSign. Professional and effective written and oral communication. Professional demeanor, exhibiting patience and collegiality. Demonstrated ability to establish working relationships with diverse groups; work independently and collaboratively; ability to pay close attention to detail and to monitor a big picture overview at the same time. Demonstrated excellent customer service skills with a student-focused perspective. Positive attitude and initiative applied in learning new tasks; willingness to accept training, guidance, and feedback while learning job responsibilities.

Preferred Qualifications

More than the required qualifications. Experience working with faculty, students, staff, and university constituencies. Knowledgeable in policies and procedures in a higher education setting (e.g., student, administrative). Knowledgeable with the following additional applications: SmartSheet, Qualtrics, PAMS, OrchidID, & Proposal Central. Proficient in UT-Austin specific systems and software. 

Salary Range

$44,000+ depending on qualifications

Working Conditions

• Standard office environment

• Repetitive use of keyboard at a work station

• Use of manual dexterity

• Overtime, evening, and weekend hours may be required to complete time-sensitive projects or facilitate events and programs.

Required Materials

• Resume/CV

• Three (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 in the first step of the online job application process. Then, any additional Required Materials will be uploaded in the My Experience section; you can multi-select the additional files or click the Upload button for each file. 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 Jobs. Before you apply though, 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. This information will be pulled in to your application. The application is one page and you will need to click the Upload button multiple times in order to attach your Resume, References and any additional Required Materials 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 2021 report here or obtain a copy at University Compliance Services, 1616 Guadalupe, Suite UTA 2.206, Austin, TX 78701.