Job Posting Title:

Senior Administrative Associate, Department of Neurology, Dell Medical School

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Hiring Department:

Department of Neurology

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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:

AUSTIN, TX

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Job Details:

General Notes

This position is eligible for flexible work arrangement (on-campus and some remote work). Remote work will require reliable internet access and a suitable workspace free from distractions.

Purpose

This position will provide administrative and operational support to the core services of the Department of Surgery & Perioperative Care and Department of Neurology at Dell Medical School.

Responsibilities

* For both departments: support purchasing and procurement activities related to department faculty activities, travel, events, research, recruitment, and special projects. Follow university purchasing procedures, coordinate delivery of materials and ensure vendor payment.

* Collaborate with the Department, Dell Medical School finance department and serve as point of contact to process purchase requests, cash advances, reconciliations, and payment requests. Create, process and track purchase orders, invoices, vendor payments, contracts, travel authorizations, travel reimbursements, ProCard purchases and other financial transactions as needed for the department. Manage department inventory processes in conjunction with UT and Dell Med.

* Assist with special projects and any other tasks as business needs arise. Maintain broad organizational perspective to effectively carry out internal and external relationships of the program. Serve as back-up for other staff. Attend meetings, workshops or seminars as required. Additional administrative tasks in support of the programs. Miscellaneous duties as assigned by supervisor, director and/or chair.

* Other related duties as assigned.

Required Qualifications

Bachelor's degree and three years of clerical experience, including one year of experience at either the Administrative Assistant or the Administrative Associate level, or high school graduation or GED, and seven years of clerical experience, including one year at either the Administrative Assistant or the Administrative Associate level. One year of full-time equivalent applicable experience may be substituted for each thirty semester hours of college credit earned, or vice versa; however, a minimum of one year of applicable experience is required. Prior experience with financial and/or purchasing systems. Experience tracking expenses, keeping records organized and planning events. Highly detailed oriented with outstanding organizational and time-management skills. High level of proficiency with Microsoft Office programs. A self-starter- ability to work efficiently and flexibly in a fast paced environment with minimal guidance. Professional demeanor. Excellent oral and written communication skills with proven ability to effectively communicate with all levels of management and respond to tactfully, clearly, and concisely. Demonstrated problem solving and critical thinking skills. Ability to address individuals and information with sensitivity and confidentiality in various delicate, formal or urgent situations. Must exercise initiative, diplomacy, confidentiality, and judgment. Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Experience with UT Austin financial systems such as DEFINE, UT REQ system, POINT Plus, and any other UT financial and procurement systems. Experience in providing administrative support in an office at UT Austin. Working knowledge of UT Austin business policies and procedures.

Salary Range

$48,000 depending on qualifications

Working Conditions

* May work around standard office conditions.

* Repetitive use of a keyboard at a workstation.

* Use of manual dexterity.

* Climbing of stairs.

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 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.

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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 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.

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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:

* E-Verify Poster (English) [PDF]

* E-Verify Poster (Spanish) [PDF]

* Right To Work Poster (English) [PDF]

* Right To Work Poster (Spanish) [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 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.