Job Vacancy Administrative Associate – Texas Law Student Affairs Office University of Texas at Austin


Job title: Administrative Associate – Texas Law Student Affairs Office

Company: University of Texas at Austin

Job description: Job Posting Title: Administrative Associate – Texas Law Student Affairs Office

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Hiring Department: School of Law

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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 School of Law strives to create an environment that values and promotes diversity, an inclusive culture, and establishes a deep sense of belonging for each member of our community. The Law School believes that diversity, equity and inclusion are integral to the professional training of future lawyers, to the deeper understanding of law and legal institutions, and to the improved administration of justice.

Purpose

The Administrative Associate will provide complex administrative and customer service-oriented support to the Texas Law Student Affairs Office. This will include managing day-to-day administrative functions and the front desk, providing event support, and performing business transactions within the unit.

Responsibilities

Provide efficient and effective front desk management, greeting and appropriately assisting office visitors in person and on the telephone. Serve as primary front reception desk support. Gain working knowledge of Law School graduation requirements and student life programming to answer basic questions and to forward to correct staff members for additional guidance.

Assist in the planning and coordination of Student Affairs Office events. Process contracts with and bills from third-party vendors. Maintain relationships with Law School Special Events department, Accounting Department, and third-party vendors.

Oversee departmental financial transactions. Reconcile reports from Accounting Department and provide regular updates.

Track office inventory. Process office supply orders via UT Market, Amazon, and other vendors. Manage the department’s Procurement Card.

Assist with final exam administration and end-of-semester award recognition.

Coordinate and submit requests for travel authorization for sponsored student travel. Assist students with travel arrangements where necessary. Request, collect, and upload travel receipts for reconciliation and reimbursement.

Other related responsibilities and functions as assigned.

Required Qualifications

Bachelor’s degree and one year of experience at the Administrative Assistant level. Established problem-solving skills, a self-starter and results-oriented approach to work; demonstrated record of professional demeanor and discretion with the ability to interact diplomatically with diverse constituencies. Excellent communication (both oral and written), critical thinking skills, and attention to detail. Ability to address individuals and information with a high degree of sensitivity and confidentiality. Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor’s degree and additional experience beyond the required. Knowledgeable of university resources, policies, and procedures. Experience with University of Texas applications, such as *DEFINE, WORQS, and Workday.

Salary Range

$42,000 + depending on qualifications

Working Conditions

May work around standard office conditions. Repetitive use of a keyboard at a workstation, use of manual dexterity. Lift and move standard office files and supplies. Wear appropriate office attire; accept supervision. Work hours may include occasional evenings, weekends and some holidays during peak periods to meet deadlines. On-site work is the normal expectation for this position

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 , 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 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:

[PDF] [PDF] [PDF] [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 .

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the or obtain a copy at University Compliance Services, 1616 Guadalupe, Suite UTA 2.206, Austin, TX 78701.

Expected salary: $42000 per year

Location: Texas

Job date: Wed, 22 Jun 2022 23:28:42 GMT

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