Senior Administrative Associate

Job Posting Title:

Senior Administrative Associate

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Hiring Department:

College of Pharmacy

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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:

Apr 01, 2024

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Position Duration:

Expected to Continue

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Location:

SAN ANTONIO, TX

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Job Details:

General Notes

The University of Texas at Austin provides competitive compensation plans plus a comprehensive benefits package that includes: insurance and Teachers Retirement System (TRS) retirement benefits ; paid vacation, sick and holiday time off ; access to employee professional development and wellness services ; the opportunity to qualify for the Public Service Loan Forgiveness (PSLF) federal program; and more.

Please note that this position is located in San Antonio, TX.

This position may occasionally be required to work additional hours or weekends as needed to complete time-sensitive projects or facilitate events and programs. Occasional travel may be required in some cases.

The mission of our College of Pharmacy is to advance discovery, innovation, and patient care; and to provide service to the university, professional and scientific communities, and society. A key part of that mission is our commitment to eliminating disparities, raising awareness, and fostering a culture where everyone has equal opportunities and a sense of belonging.

Purpose

To provide administrative support to the Division of Pharmacotherapy and Translational Sciences, and the College of Pharmacy, in collaboration with other support staff and consultation with the Division Coordinator, Division Heads, and the Assistant Dean for Administration and Business.

Responsibilities

• Provide administrative support for the daily operations of the division, including: answering phones; receiving guests; composing routine correspondence; receive, sort, and distribute mail; attend meetings locally and in Austin as required; and assist other staff with key administrative responsibilities

• Prepare, process, and track orders, requisitions, and reimbursements. Order office supplies and manage inventory. Make arrangements for travel, meals, seminars, interviews, and receptions for invited guests. Assist with planning special events

• Prepare office equipment for daily use, including printers and copy machines. Provide back up assistance to Information Technology (IT) personnel. Submit order requests for telecommunication equipment. Assist with equipment inventory process. Report building maintenance issues to proper service department

• Assist with compliance, annual reports, and special projects. Assist with preparation of faculty appointment documentation and submission. Maintain sensitive and confidential information and files

• Additional duties as assigned

Required Qualifications

• High school diploma or GED and at least three (3) years’ experience with administrative functions

• Proficiency in Microsoft Office, including Word, PowerPoint and Excel

• Proficiency in organization, attention to detail with accuracy, and problem-solving

• Demonstrated ability to work with professional demeanor and communicate effectively on a diverse team in a dynamic, multi- tasking environment

• Willingness to cross-train and be cross-trained

• Ability to work independently and apply appropriate judgment to make decisions without direct supervision

• Relevant education and experience may be substituted as appropriate

Preferred Qualifications

• More than three (3) years’ experience with administrative functions

• Experience with PeopleSoft, Zoom, and Webex. Experience in administrative support in a higher education environment

• Knowledge of and experience in UT Health Science Center mainframe systems, or administrative experience in any UT System institution

Salary Range

$40,000+ depending on qualifications

Working Conditions

• Open office environment

• Repetitive use of a keyboard at a workstation

• Use of manual dexterity

• Ability to lift 25 pounds regularly

• May be required to travel to Austin, Texas periodically

Required Materials

• Resume

• Letter of Interest

• List of 3 Professional References

Important: You will be prompted to submit your Resume/CV in the first step of the online job application process. Then, any additional Required Materials as listed above will be uploaded in the My Experience section; you can multi-select the additional files or click the Upload button for each file. 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 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.