Immediately

Salary commensurate with experience

40 hours weekly

Office of the Director of Police

A resume and letter of interest is required to apply. Candidates under final consideration will also be required to submit professional references, college degree information, and employment history to an online third-party vendor.

For more than 140 years, The University of Texas System has improved the lives of Texans - and people all over the world - through education, health care, and research. The System consists of nine academic institutions, five health institutions, and The University of Texas System Administration. The institutions of the UT System employ more than 116,000 faculty, health care professionals, researchers, support staff, and student workers.

The UT System Administration is primarily based in Austin, Texas. It supports the missions of the System's fourteen institutions by providing financial, legal, planning, purchasing, government relations, communications, development, and other central services. Serving a growing state, the UT System Administration strives to provide a welcoming, supportive work environment that embraces different perspectives - not only because it enables the organization to be stronger, creative, and thoughtful, but because it is the right thing to do. To that end, UT System Administration embraces state laws on military and former foster children employment preferences.

The University of Texas System Office of the Director of Police (ODOP) is charged with the responsibility of protecting the life and property of individuals who comprise the student body, faculty, and staff of the University of Texas System community. The University of Texas community is composed of its 15 institutions across the State of Texas and 300,000 students, faculty and staff. The Administrative Associate will provide independent administrative support to UT System Police departments state-wide and to the Office of the Director of Police in its critical mission.

• Perform daily accounting transactions such as uploading bills and invoices to Accounts Payable for Financial Shared Services (FSS) to process payments.
• Reconcile all cost centers in PeopleSoft to track department transactions and track budget forecasting.
• Maintain department accounting spreadsheets.
• Manage reimbursement process as it relates to the Academy-BPOC Scholarship Program.
• Assist in preparing the annual budget to account for all operating funds, including coordinating and preparing for budget meeting presentations.
• Manage PaymentWorks vendor portal.
• Create and monitor purchase orders to ensure timely completion and accurate payment schedules.
• Prepare and monitor department contracts.
• Reconcile and submit department ProCards monthly.
• Make travel arrangements for SRRT member and outside guest instructors and staff, including assisting with hotel, flights and rental car reservation.
• Assist staff as needed with travel reimbursement - hotel, food, mileage, and purchases through Concur.
• Assist with answering incoming calls and routing to appropriate personnel.
• Serve as liaison between division/department and external suppliers and vendors.
• Assist with opening and routing incoming mail, including claiming and processing checks received in lockbox.
• Records disposition - prepare documents for shredding according to appropriate retention schedule.
• Ensure compliance with all statutes, policies, and procedures related to function.
• Maintain positive working relationships with all institutions as a key external representative of ODOP.
• Other duties as assigned.

• Knowledge of standard office and accounting practices.
• Excellent customer service skills and professional demeanor.
• Ability to use standard office equipment and personal computer.
• Ability to perform basic tasks using Microsoft Office Suite.
• Exceptional interpersonal communication and customer service skills.
• Intermediate computer skills in automated systems including MS Office software - Excel and Word.
• Ability to work independently and in a collaborative team culture, fast paced and high-pressure environment.
• Focused on best-in-class customer service-oriented processes and solutions.
• Capable of managing multiple ongoing projects and assignments.

• High school diploma or GED equivalent and three years of administrative or accounting experience is required.

• PeopleSoft, Concur and records management experience.
• Training in the maintenance of police officer records and files.
• One year experience in a law enforcement setting working with TCOLE standards.

• May work around standard office conditions.
• Repetitive use of a keyboard at a workstation.
• Use of manual dexterity.
• Lifting and moving objects.
• Uses standard office equipment.
• Hybrid work environment (remote & office).

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to a minimum of 20 hours per week and at least 135 days in length.

A background check will be conducted on candidates under final consideration. The background check may include any or all of the following: criminal history check, prior employment verification, education verification, professional references check, and motor vehicle records check. Background checks are conducted by third-party vendors. Upon request form the third-party vendor, candidates under final consideration must provide the required information for the background checks to be completed.

The University of Texas System Administration is a federal contractor committed to providing equal employment opportunity for all qualified applicants and employees in all terms and conditions of employment. U. T. System will provide equal employment opportunity to all qualified persons and will not discriminate on the basis of race, color, sex, sexual orientation, gender identity/expression, pregnancy, religion, national origin, age, disability, genetic information, protected veteran status, or any other characteristic protected by federal or state laws.

For information on accommodations for individuals with disabilities, please contact the Office of Talent and Innovation at oti@utsystem.edu.