Administrative Associate

• Purchasing, Payments, & Reimbursements: Serve as the department's primary contact for purchasing, reimbursement, and payment requests or inquiries from faculty, students, staff, and guests. Responsibilities include reviewing requests and obtaining necessary approvals, working with the Centralized Business Services (CBS) team to create and process vouchers, coordinating with vendors, managing ProCard reconciliation, assisting the Department Manager in maintaining accurate budgets and documentation, ensuring adherence to relevant policies, and performing other related tasks.

• Main Office Support: Serve as the primary point of contact for visitors. Greet visitors, handle requests from faculty and students, and answer the department's main phone line, directing calls as necessary. Responsible for the opening and closing of main offices and shared departmental spaces. Assist with maintaining departmental calendars and scheduling activities. Manage the schedules of student employees in the department, ensuring there is sufficient office coverage each semester. Oversee the departmental equipment inventory database and manage its annual review. Maintain inventory of office and break room supplies. Process supply orders via UT Market and Amazon Business, and track orders as necessary. Check and distribute the mail and manage deliveries to the department. Provide basic IT support to faculty and staff in the department, collaborating with LAITS/UT ITS for issues requiring advanced troubleshooting. Submit maintenance orders for the department and coordinate with Facilities to address any problems.

• Travel Coordination: Manage department travel reservations, payments, and reimbursements for faculty, staff, and guests. Responsibilities include initiating travel authorizations, coordinating arrangements with hotels and other travel vendors, processing reimbursements and purchase orders, ensuring policy compliance, and performing related duties.

• Event Assistance: Support staff and faculty with financial or travel-related tasks for departmental events and meetings (e.g., orientations, lectures, receptions, conferences, and faculty meetings). Responsibilities include assisting the event lead with travel arrangements, purchasing supplies, catering orders and other entertainment-related purchasing, processing payments, and helping with setup, cleanup, and other tasks for all events and meetings.

• Assist Department Chair and senior staff with annual grant reporting, special projects, and other assignments as needed. Attend relevant university or college training sessions, update all related internal documentation, and disseminate information to the appropriate constituents. Other related duties as assigned.

• Other related duties as assigned.

A bachelor's degree plus one year of clerical or administrative experience, or a high school diploma combined with five years of clerical or administrative experience, is required. Strong interpersonal skills and a positive, professional demeanor are essential for this role. Outstanding organizational, problem-solving, and time-management skills, along with a keen eye for detail, are key attributes for this position. Excellent oral and written communication skills and the ability to engage positively and maintain productive working relationships with various constituents are necessary. The candidate must be punctual and dependable, proficient in Excel (intermediate+), and capable of working independently as well as part of a team. The ability to effectively manage and follow through on multiple tasks and projects, and a willingness to adapt to and improve upon processes, technologies, and applications or software, are essential.

Relevant education and experience may be substituted as appropriate.

Experience using UT mainframe accounting system. Familiarity with UT operating procedures and administrative guidelines. Experience with event planning. M365 experience (Teams, SharePoint, Forms, etc.). Experience working in higher education. Interest in the region or languages.

$47,000 + depending on qualifications

• May work around standard office conditions.

• Repetitive use of a keyboard at a workstation, use of manual dexterity.

• Lift and move standard office supplies, event equipment, and light furniture.

• Work hours may include occasional evenings and weekends for special events.

• Letter of interest

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

Importantfor 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 thatALLRequired 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 questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.