Administrative Associate

Job Posting Title:

Administrative Associate

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Hiring Department:

Population Research Center

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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 from FLSA

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue Until Jul 31, 2027

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

This position is currently funded for one year from start date.

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Purpose

This position plays an integral part of the Population Research Center's overall research administration team. It will provide support for departmental activities, including payment and reimbursement processing, travel and event coordination, purchasing, and office operations.

Responsibilities

• Assist with processing payment and reimbursement vouchers to ensure accuracy, completeness, and compliance with organizational policies and procedures. Coordinate with vendors, staff, and finance personnel to resolve discrepancies and facilitate timely payments.
• Support participant incentive payment processing and reconciliation activities while ensuring accuracy and adherence to policies.
• Assist with arranging travel reservations, preparing travel authorizations, and processing travel reimbursements for faculty, staff, and guests. Ensure all travel-related documentation complies with institutional guidelines and reimbursement policies.
• Maintain and track voucher documentation and related financial records to ensure timely submission, approval, and processing. Follow up with appropriate departments or personnel regarding pending or incomplete documentation.
• Assist with purchasing materials and office supplies as needed. Prepare purchase requests, monitor order status, and coordinate with vendors to ensure timely delivery of requested items.
• Receive, distribute, and organize incoming shipments, packages, and mail. Provide support for meetings, workshops, conferences, and special events.
• Perform additional administrative, operational, and clerical duties as assigned in support of departmental goals and daily operations.
  

Required Qualifications

• Bachelor's degree and one year of administrative experience or high school diploma/GED and a minimum of five years of clerical experience.
• Experience with the Microsoft Office suite, including intermediate skills in Excel and Word.
• Ability to adapt, work independently, and be an essential team member.
• Proven sound judgment, strong attention to detail, and the ability to work independently with minimal supervision while exercising initiative in completing assigned responsibilities and tasks.
• Excellent interpersonal and problem-solving abilities.
• Excellent oral and written communication skills, with strong writing and proofreading skills.
• Ability to evaluate workload, prioritize tasks, and meet deadlines to effectively manage multiple projects across different areas with accuracy.
• Ability to learn quickly and adapt flexibly.
• Experience in taking ownership of projects and guiding them to successful completion.
  

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Ability to work efficiently under pressure in fast-paced office environment while adapting to shifting priorities.
• Experience working in a university setting.
• Experience using UT Define, Workday, and UT web applications.
• Knowledge of the UT policies and procedures.
• Experience working in research administration office.
  

Salary Range

• $48,000 + depending on qualifications

Working Conditions

• Typical Office Environment

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 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 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 questionspresented 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 and 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.