Senior Administrative Associate for Faculty Affairs

Job Posting Title:

Senior Administrative Associate for Faculty Affairs

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Hiring Department:

Faculty Affairs

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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

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

The University of Texas at Austin provides an outstanding benefits package to staff, including: 

• Competitive health benefits (Employee premiums covered at 100%; family premiums at 50%) 
• Vision, dental, life, and disability insurance options 
• Paid vacation, sick leave, and holidays 
• Teachers Retirement System of Texas (a defined benefit retirement plan) 
• Additional voluntary retirement programs: tax sheltered annuity 403(b) and a deferred compensation program 457(b) 
• Flexible spending account options for medical and childcare expenses 
• Training and conference opportunities 
• Tuition assistance 
• Athletic ticket discounts 
• Access to UT Austin's libraries and museums 
• Free rides on all UT Shuttle and Capital Metro buses with staff ID card 

For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards  

Must be eligible to work in the US on a full-time basis for any employer without sponsorship.

Purpose

Provide high-level administrative support to the Faculty Affairs team in the Office of the Executive Vice President and Provost.

Responsibilities

• Strategic Administrative Support

  Provide administrative support for various strategic programs and initiatives of the Faculty Affairs team. Work closely with leadership to understand project goals, develop and implement timelines and communication plans, maintain project files, track milestones, and see projects to successful completion.

• Administrative Executive Support

  Assist in providing executive-level support for leadership in the Faculty Affairs portfolio, including calendar and appointment management (e.g., all meetings, business trips, conferences, teaching engagements, etc.). Screen and control flow of incoming communications and visitors to the team’s offices and take appropriate action on messages, meeting requests, etc. Make travel arrangements (RTA, flights, reimbursements) and process business documents.

• Event Coordination and Logistics

  Coordinate with units across campus during planning, arranging and implementation of Faculty Affairs programs, events, and initiatives. Schedule Faculty Affairs programs, events, and meetings.

• Document Maintenance and Financial Processing

  Document and maintain Faculty Affairs reports, meeting minutes, and electronic communications. Maintain office files, to include electronic files and physical paper files. Assist with other administrative matters as assigned. Work with the Business Affairs team to initiate and complete financial processes for Faculty Affairs programs and initiatives.

• Perform other related functions as assigned

Required Qualifications:

• Bachelor’s degree and at least 3 years of professional administrative experience.
• Excellent oral and written communication skills.
• Outstanding organizational skills, attentiveness to detail and time-management skills.
• Demonstrated ability and willingness to work as a team member and independently.
• Demonstrated ability to maintain confidentiality and manage sensitive information.
• Demonstrated ability to exhibit tact and diplomacy in interactions with colleagues.
• Demonstrated flexibility in terms of mastering new technology and software.
• Demonstrated ability to manage multiple tasks simultaneously.
• Experience working with faculty, staff, and students.
• Experience with event organization, scheduling, and coordination.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications:

• Experience and familiarity with UT Austin structure, policies, procedures and administrative functions.
• Experience organizing UT Austin events for constituents from across campus.
• Experience managing multiple coworkers’ schedules.
• Experience with working on business contracts at UT Austin.
• Experience with UT Austin financials and invoicing.

Salary Range

$50,000+ depending on qualifications

Working Conditions

• Typical office environment.

• Repetitive use of keyboard.

• This position is eligible for a hybrid Flexible Work Arrangement (FWA) wherein work will be remote Monday and Wednesday and in-office on Tuesday, Thursday, and every other Friday. FWA arrangements are subject to manager approval and may shift due to changes in business needs.

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.