Senior Administrative Associate

Job Posting Title: Senior Administrative Associate ---- Hiring Department: College of Pharmacy ---- Position Open To: All Applicants ---- Weekly Scheduled Hours: 40 ---- FLSA Status: Non-Exempt ---- Earliest Start Date: Mar 10, 2025 ---- Position Duration: Expected to Continue ---- Location: AUSTIN, TX ---- Job Details: 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. General Notes Although this position may perform some work remotely (hybrid), as determined by the supervisor and the needs of the college, the Senior Administrative Associate role will require primary on-campus in-person work. This position will occasionally be required to work additional hours or weekends to complete time-sensitive projects and attend events. Purpose The Senior Administrative Associate reports to the Director for Faculty Support and Administrative Services, and helps to support the division of Molecular Pharmaceutics and Drug Delivery, including faculty support, program support, and other general division support. This position will also provide direct administrative support for the i4Health Institute, UTech Dorm Room, and the TherapeUTex core, under the direction of the i4Health Institute Executive Director & Chief Technology Officer, and other institute staff. Responsibilities Provide general administrative and office support to the division. Assist Division Coordinator with support of division faculty, staff, and students. This includes initiating and monitoring human resource transactions in Workday, interactions with Texas Global to coordinate incoming visas, monitor timely completion and approval of timesheets for hourly student employees, purchasing and procard processing, travel arrangements and reimbursements, vendor payments, subscriptions, and registrations, dispersing communications and materials. Provide event administrative support to the division, including faculty labs and division-wide events, such as the weekly seminar series, student seminars, visiting speaker itineraries, and assisting with related visitor travel needs. i4H events including Advisory Board meeting prep and arrangements, and annual pitch events. Provide graduate students with administrative support as needed. Prepare and process student tuition remission benefits (TRB) and scholarships in FRMS. UTech Dorm Room and TherapeUTex support to include Workday assignments and renewals, monthly invoicing, check deposits, transfers, maintenance requests, etc. Assist with recruiting, hiring, training, and supervising student hourly employees in the division office. Other relevant duties as assigned. Required Qualifications High School Diploma (or GED) and at least one year of clerical experience at the Administrative Assistant or Administrative Associate level. Experience providing excellent administrative support. Experience with productivity and collaboration tools such as Microsoft 365 (formerly called Office) applications, specifically Outlook, Excel, Word, and Teams; Zoom or other video meeting platform; and Box or other cloud document sharing. Experience in administrative and financial processes such as budgeting, managing expenses, placing orders, paying invoices, reconciling a procurement card statement, etc. Experience in human resource processes such as recruiting, hiring, supervising. Equivalent combination of relevant education and experience may be substituted as appropriate. Preferred Qualifications Bachelor's degree and more than one year of responsible level experience at the Administrative Assistant or Administrative Associate level. Experience in higher education environment supporting faculty, research staff, and graduate students in administrative and human resource processes. Experience with UT financial and human resource systems such as DEFINE, FRMS, and Workday. Experience with or an understanding of the United States visa processes, such as for F-1 students, J-1 visitors, and H1B employees. Experience with administrative tools such as DocuSign and Workday. Experience with event planning. Demonstrated effective communication skills. Salary Range $45,000+ depending on qualifications Working Conditions Open office environment Repetitive use of a keyboard at a workstation Use of manual dexterity Required Materials Resume/CV 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. 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. 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. Background Checks: A criminal history background check will be required for finalist(s) under consideration for this position. 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. 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. 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. E-Verify: The University of Texas at Austin uses 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] 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 as 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 to 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. #J-18808-Ljbffr Phase2 Technology