Administrative Associate

Job Posting Title:

Administrative Associate

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Hiring Department:

University Development Office

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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:

Feb 07, 2024

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Position Duration:

Expected to Continue

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Location:

AUSTIN, TX

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Job Details:

Purpose

To serve as a member of Texas Gift Operations team and the University Development office by assisting with staff support needs and daily administrative responsibilities.

Responsibilities

• Staff front desk from 8am-5pm as assigned. Complete open and closing procedures.

• First point of contact for the Development building: fielding phone calls, welcoming new arrivals, directing people to other departments/individuals, go-to for other questions about building procedure and submitting building repairs in collaboration with building procurement manager.

• Manage parking passes and log.

• Distribute and handle incoming/outgoing packages.

• Work with finance to submit proper documentation for Document Solution deliveries.

• Manage front desk coverage calendar and ensure the desk is staffed during operating hours.

• Efficiently and accurately check in gift batches at the front desk. open, copy, date stamp and distribute all incoming documents.

• Prepare mail receipts for pick up by UT Mail Services on a daily basis. Sort and distribute incoming mail in a timely fashion.

• Work with the Finance team to monitor office supply and refreshment inventory for reorder.

• Back up the rest of the TGO team as needed.

• Other duties as assigned.

Required Qualifications

• Bachelor’s degree. 

• A combination of one year of experience assisting with fundraising programs or performing complex administrative functions. 

• Strong customer service skills. 

• Highly effective communication skills (written, verbal, interpersonal). 

• Project management skills. 

• Capable of working independently and under pressure, while also engaging in collaboration between teams. 

• Excellence in problem-analyzing, problem-solving. 

• Demonstrated high attention to details and accountability. 

• Ability to use discretion and maintain integrity and professionalism.  

• High degree of proficiency in computer applications, including Microsoft Office. 

• Demonstrated excellent organizational skills with attention to detail. 

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• More than five years of administrative assistance experience. Experience with VIP database and DEFINE. Working knowledge of UT Austin’s policies and procedures.

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Salary Range

$50,000 + depending on qualifications

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.