The University of Texas at Austin
Administrative Associate, School of Design and Creative Technologies
The University of Texas at Austin, Austin, Texas, us, 78716
Job Posting Title: Administrative Associate, School of Design and Creative Technologies ---- Hiring Department: School of Design and Creative Technologies ---- Position Open To: All Applicants ---- Weekly Scheduled Hours: 40 ---- FLSA Status: Non-Exempt ---- Earliest Start Date: Sep 09, 2024 ---- Position Duration: Expected to Continue Until Dec 31, 2024 ---- Location: UT MAIN CAMPUS ---- Job Details: General Notes As the largest undergraduate program in the College of Fine Arts, the School of Design and Creative Technologies (SDCT) at The University of Texas at Austin has become a national leader in design, design thinking, game design, and creative technology innovation during its five-year tenure. Home to three undergraduate degrees, two graduate programs, a robust bridging discipline certificate, The Center for Integrated Design and over 20 faculty, the Department of Design and Department of Arts and Entertainment Technologies make up the School of Design and Creative Technologies. We seek a curious, proactive collaborator to continue the SDCT's mission of growth and innovation. Purpose To provide accounting and administrative support to the School of Design and Creative Technologies' faculty, students, and staff. The position will be multifaceted with duties ranging from processing purchase and reimbursement requests, assisting with travel arrangements and billing, coordinating logistics for events and meetings, and various other duties as assigned. This is an hourly, full-time (40 hours per week) position which begins September 1, 2024, and concludes December 31, 2024. Responsibilities
Create, process and maintain purchase and reimbursements documents in the DEFINE system, maintaining compliance with COFA, UT and state regulations and ensuring payments are made in a timely manner.
Create, process and maintain Travel and Entertainment documents. This includes assisting with travel arrangements for faculty and guest artists.
Provide consistent, timely, and reliable communication tostaff, faculty and vendorsvia email or other methods regarding status of approvals, returns, and process changes.
Assist with purchasing and inventory management of SDCT equipment and supplies. This includes but is not limited to classroom/event equipment and furniture, computer software and peripherals, office supplies, books, and food. These purchases may require off-campus trips. Liaise with SDCT's Accounting Lead on Official Occasional Expense Forms (OOEFs), purchase orders (POs), vendor contracts, setting up tax exempt and direct billing accounts, and assisting in the management of reconciling the ProCard per University and COFA Standards.
Provide general SDCT event logistics and support including reserving space, arranging catering, facilitating event production with UT Facilities and building managers, document printing, managing expenses to meet budgets, and event preparation and participation.
Other Duties as Assigned.
Required Qualifications
Bachelor's degree and one year of administrative experience, preferably one year of experience at either the Administrative Assistant or the Administrative Associate level, or high school graduation or GED, and five years of administrative experience, including one year at either the Administrative Assistant or the Administrative Associate level.
Working experience with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
Relevant education and experience may be substituted as appropriate. Preferred Qualifications
Familiar with University of Texas at Austin-specific policies and procedures.
Familiar with University of Texas at Austin-specific applications.
Salary $24 per hour (fixed rate) Working Conditions
Work is performed in a standard office environment
Repetitive use of keyboard at workstation.
Work outside normal business hours, including evenings and weekends, is required on a periodic basis
Regularly moves and lifts packages of up to 20 pounds.
Work Shift Standard Monday - Friday, 8:00am - 5:00pm Required Materials
Resume/CV
3 work references with their contact information; at least one reference should be from a supervisor
Letter of interest
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. ---- 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 most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.
Create, process and maintain purchase and reimbursements documents in the DEFINE system, maintaining compliance with COFA, UT and state regulations and ensuring payments are made in a timely manner.
Create, process and maintain Travel and Entertainment documents. This includes assisting with travel arrangements for faculty and guest artists.
Provide consistent, timely, and reliable communication tostaff, faculty and vendorsvia email or other methods regarding status of approvals, returns, and process changes.
Assist with purchasing and inventory management of SDCT equipment and supplies. This includes but is not limited to classroom/event equipment and furniture, computer software and peripherals, office supplies, books, and food. These purchases may require off-campus trips. Liaise with SDCT's Accounting Lead on Official Occasional Expense Forms (OOEFs), purchase orders (POs), vendor contracts, setting up tax exempt and direct billing accounts, and assisting in the management of reconciling the ProCard per University and COFA Standards.
Provide general SDCT event logistics and support including reserving space, arranging catering, facilitating event production with UT Facilities and building managers, document printing, managing expenses to meet budgets, and event preparation and participation.
Other Duties as Assigned.
Required Qualifications
Bachelor's degree and one year of administrative experience, preferably one year of experience at either the Administrative Assistant or the Administrative Associate level, or high school graduation or GED, and five years of administrative experience, including one year at either the Administrative Assistant or the Administrative Associate level.
Working experience with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
Relevant education and experience may be substituted as appropriate. Preferred Qualifications
Familiar with University of Texas at Austin-specific policies and procedures.
Familiar with University of Texas at Austin-specific applications.
Salary $24 per hour (fixed rate) Working Conditions
Work is performed in a standard office environment
Repetitive use of keyboard at workstation.
Work outside normal business hours, including evenings and weekends, is required on a periodic basis
Regularly moves and lifts packages of up to 20 pounds.
Work Shift Standard Monday - Friday, 8:00am - 5:00pm Required Materials
Resume/CV
3 work references with their contact information; at least one reference should be from a supervisor
Letter of interest
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. ---- 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 most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.