Temporary Administrative Associate – LBJ School of Public Affairs – (UTEMPS)

Job Posting Title:

Temporary Administrative Associate – LBJ School of Public Affairs – (UTEMPS)

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Hiring Department:

UTemp Pool

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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 Until Apr 15, 2024

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

Only competitive applicants selected will be contacted and provided with instructions on the continued application process. This temporary assignment may be filled at any time.  Please no phone calls or emails. The projected end date for this temporary assignment is April 15, 2024.

Purpose

 Provide temporary administrative support for the Research and Business Administrative Services offices of the LBJ School of Public Affairs.

Responsibilities

• Research Office: In consultation with the Senior Grants and Contracts Specialist, provide research proposal data entry in UT Research Management Suite (UTRMS) and communicate with the Office of Sponsored Projects regarding pending proposals and agreements. Monitor the ticketing queue for new and follow-up action items, and monitor and follow up with pending proposals and agreements in UTRMS. Communicate with multiple parties regarding proposal information. Provide document organization via Box. Update spreadsheets with proposal and grant information.

• Business Administrative Services (BAS): Create Purchase Orders and payment vouchers. Receive request tickets and route or take action as appropriate. Facilitate requests which may include gathering information, preparing forms, coordinating approvals, providing account information, and other tasks to ensure timely service delivery. Process procurement requests for goods and services for assigned units. Receive and analyze procurement request tickets. Determine and execute appropriate methods of procurement. Obtain quotes as needed. Follow up on incomplete purchases or undelivered items. Order supplies. Coordinate vendor setup.

Required Qualifications

Bachelor’s degree, one year of experience at the Administrative Assistant level, or high school graduation or GED, and five years of administrative experience, including one year of experience at the Administrative Assistant level.   Excellent written and verbal communication skills. Professional demeanor. Ability to work with confidential information with tact and discretion. Strong experience with Microsoft Office including Word, Excel, and Outlook. Demonstrated accuracy and attention to detail, organizational abilities, and work prioritization skills. Demonstrated ability to work in a dynamic team environment with competing deadlines and regular interruptions. Ability to follow directions problem solve, make decisions, and complete tasks on time with minimal supervision. Customer service orientation.

Preferred Qualifications

Bachelor’s Degree. More than Three years of experience providing complex administrative support. Experience providing direct customer service in person and/or electronically. Knowledge of UT accounting and procurement systems. Experience with Smartsheet, UTRMS, and grant proposals. Experience with ticketing systems such as ZenDesk. Experience with Box or other cloud-based content and file management systems. Experience with *DEFINE.

Hourly Rate

$24.00 + depending on qualifications

Working Conditions

• Attire: Business Casual

• Work attire will normally vary between business casual and jeans depending on scheduled activities. Business attire may occasionally be required for events.

• Standard Office Environment, Repetitive use of a keyboard at a workstation

Work Shift

• Hours per week – 40

• The work schedule is from 8:00 a.m. to 5:00 p.m. with an hour lunch break

Required Materials

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

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.