Administrative Associate

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Job Posting Title: Administrative Associate - Hiring Department: Texas Global - Position Open To: All Applicants - Weekly Scheduled Hours: 40 - FLSA Status: Non-Exempt - Earliest Start Date: Immediately - Position Duration: Expected to Continue - Location: UT MAIN CAMPUS - Job Details: General Notes The University of Texas at Austin (UT Austin) is one of the largest public universities in the United States and is the flagship of The University of Texas System. UT Austin enrolls more than 52,000 students studying in almost 120 bachelors degree programs and more than 220 graduate programs across 18 colleges and schools. UT Austin is steadfastly committed to global engagement and is home to more than 5,600 international students and 1,500 international scholars from more than 130 countries, with more than 530,000 living alumni in 176 counties around the world. Texas Global advances UT Austins academic mission by leading, supporting, and coordinating the universitys international engagement efforts, fostering strategic partnerships on campus and abroad, welcoming a cadre of impressive international students and scholars to campus, and creating opportunities for students and faculty to engage with peers and institutions around the world. Texas Global is comprised of nine units, home to over 140 staff members, and continued growth of the organization is expected. Your skills will make a difference. Youll be working for a university that is internationally recognized for our academic programs and research. Your work will make a difference in the lives of faculty and staff, thereby enhancing the student experience. If youre the type of person that wants to know your work has meaning and impact, youll like working in our department and for UT Austin. UT Austin provides an outstanding benefits package including but not limited to:

• Competitive health benefits (employee premiums covered at 100%, family premiums at 50%)
• Voluntary Vision, Dental, Life, and Disability insurance options
• Generous paid vacation, sick time, and holidays
• Teachers Retirement System of Texas, a defined benefit retirement plan, with 7.75% employer matching funds
• 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
• Robust free training access through LinkedIn Learning plus professional conference opportunities
• Tuition assistance
• Expansive employee discount program including athletic tickets
• Free access to UT Austins libraries and museums with staff ID card
• Free rides on all UT Shuttle and Austin CapMetro buses with staff ID card

Purpose Responsible for supporting the administration and execution of faculty-led programs within education abroad programs. Responsibilities

• Collaborate with Texas Global accounting team to update budget templates for faculty-led programs. Update individual faculty-led program budgets by collaborating with faculty-led modality team members for updated pricing information. Review and update academic department financial agreements with budgetary information before sending to the department. Create documents to support processing cash advances before travel and reconcile the amount distributed to faculty upon return. Request faculty travel credit cards in advance of program departure, track cards that have expired, and communicate with the Texas Global accounting team on all matters associated with the issuance and use of credit cards.
• Initiate, track, and support administrative tasks to ensure the successful execution of faculty-led programs. Work with faculty-led program coordinators and contracts specialist to update all faculty-led contracts with program-specific provisions. Collect and organize student application information to assist program coordinators and faculty with the review of student applications. Track faculty travel information, ensure Requests for Travel Authorizations (RTAs) have been submitted per Texas Global specifications, and collect emergency documentation from faculty and teaching assistants such as Safety Assessments for International Group Experiences (SAIGE). Submit Official Occasion Expense Forms (OOEFs)for faculty-led programs and track their completion.
• Assist in all aspects of the planning and execution of small and large-scale events for students, faculty, and staff. Manage on-site logistics, including room reservations, equipment set- up, and food orders. Provide support in planning and executing the study abroad fair in September each year.
• Provide administrative support for the process of submitting new faculty-led proposals, including receiving, organizing, collating, and sending relevant proposal information to committee members for their review. Create surveys and track compliance and data collection, synthesizing such data into reports, marketing materials, or other written documents. Communicate with prospective faculty and departments and respond to general correspondence.
• Participate in education abroad staff meetings, academic cluster work, special projects, and working groups and committees, including office-wide strategic planning and policy development.

Required Qualifications High school graduation or GED with at least five years of experience with clerical functions. Proficient in MS Word and Excel. Proficiency in examining, organizing, and reporting information in an accurate manner. Excellent interpersonal, communication, organizational and writing skills. High level of professionalism. Attention to detail. Ability to prioritize responsibilities and manage multiple concurrent projects. Proven problem-solving skills. Demonstrated use of initiative and judgment. Ability to work independently and as part of a team. Experience providing support in customer service environment with excellent customer service skills. Equivalent combination of relevant education and experience may be substituted as appropriate. Preferred Qualifications Bachelors degree with at least one-year experience with clerical functions. Experience with international education administration. Experience working with University of Texas policy and procedures. Advanced skills in Microsoft Excel. Advanced skills in using the mainframe and course inventory systems. Experience working with university students and faculty members. Experience studying or living outside of the U.S. Salary Range $47,000 Working Conditions Work in a shared office environment. Work around standard office conditions. This position is located in Austin, Texas. 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. - 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 contractors 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 universitys 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 most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.

Information :

• Company : University of Texas at Austin
• Position : Administrative Associate
• Location : Austin, TX
• Country : US

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