Administrative Associate

• Prepare and process expense vouchers, reimbursement requests, and purchase orders. Process delivery payments, oversee distribution of items, and inventory self-tagging when needed. Coordinate technology purchases with the IT Team. Initiate state-contracted purchases and gather bids when required. Gather receipts and process payments for all Center credit cards including fuel, conference, and travel cards. Setup and maintain direct bill accounts, new vendors, and direct deposit accounts.

• Prepare and process all travel requests and reimbursement payments. Oversee travel credit cards including processing payments, group travel, and requesting temporary credit limit increases. Maintain and setup hotel and rental car direct bill accounts. Stay up to date with travel rules.

• Prepare and process contractual payments including entertainment, exhibition, professional services, and other event-related payments. Ensure UT and College entertainment, licensed venue, and alcohol policies are followed.

• Prepare daily deposits from areas across the Center including admissions, gift shop, venue rentals, camps, and special events. Initiate deposit vouchers using data and reports from various web-based systems. Work closely with the Bursar's office and Development office to track and process checks. May require occasional driving to main campus.

• Oversee the general Center Accounting email mailbox and respond to daily purchasing inquiries and procurement of goods and services requests. Work directly with directors, managers, and staff concerning best practices, polices, and procedures. Research and find best prices.

• Oversee the annual inventory certification process.

• Other duties as assigned.

• High school diploma or GED.

• At least 5 years of clerical experience with a high school diploma or GED, or at least 1 year ofclerical experience at the Administrative Assistant level with a Bachelor's degree.

• Demonstrated strong organizational and analytical skills with attention to detail and resourcefulness.

• Ability to work independently and on multiple projects and within a team, and under pressure of strict deadlines, with a high level of accuracy.

• Outstanding data entry and problem-solving skills.

• Excellent written and verbal communication skills.

• Commitment to great customer service.

• Familiarity with Excel and Microsoft Office suite.

• Friendly demeanor and positive attitude.

Relevant education and experience may be substituted as appropriate.

• Bachelor's degree in business or other relevant degree program.

• Working knowledge of University financial and administrative systems including *DEFINE, Point Plus, FRMS, CCART, Request Form System, UT Box, UT Market, etc.

• More than the required number of years of experience.

• Experience working in higher education within a service-oriented unit.

This job requires a class "C" operator's driver's license. The applicant selected must provide a current three year driving record from the current state of residence. If not currently a Texas resident, a Texas driver's license must be obtained within 30 days of becoming a Texas resident. Employees who are required to have a CDL are subject to drug and alcohol testing (pre-employment, post-accident, reasonable suspicion, random, return-to-duty, and follow-up drug and alcohol testing).

$41,600 + depending on qualifications

• May work around standard office conditions.

• Repetitive use of a keyboard at a workstation.

• Monday through Friday, 8:00 am-5:00 pm

• An occasional evening or weekend day may be required for mission-related events.

• Resume/CV

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

• Letter of interest

Please note: you may upload one PDF with all documents included for ease in applying.

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 thatALLRequired 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 into your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.