Phase2 Technology
Administrative Associate, Slavic & Eurasian Studies
Phase2 Technology, Austin, Texas, us, 78716
Administrative Associate, Slavic & Eurasian Studies
Hiring Department:
Department of Slavic and Eurasian Studies
Position Open To:
All Applicants
Weekly Scheduled Hours:
40
FLSA Status:
Non-Exempt
Earliest Start Date:
Immediately
Position Duration:
Expected to Continue
Location:
UT Main Campus
Purpose The Administrative Associate in the Department of Slavic and Eurasian Studies plays an essential role in the overall functioning of the department by providing advanced administrative and financial support, managing the front desk and other departmental spaces, and being the hub of communication and departmental correspondence. The ability to work effectively and flexibly while managing multiple tasks in a dynamic environment is crucial for this position.
Responsibilities
Purchasing, Payments, & Reimbursements:
Serve as the department's primary contact for purchasing, reimbursement, and payment requests or inquiries from faculty, students, staff, and guests. Responsibilities include reviewing requests and obtaining necessary approvals, working with the Centralized Business Services (CBS) team to create and process vouchers, coordinating with vendors, managing ProCard reconciliation, assisting the Department Manager in maintaining accurate budgets and documentation, ensuring adherence to relevant policies, and performing other related tasks.
Main Office Support:
Serve as the primary point of contact for visitors. Greet visitors, handle requests from faculty and students, and answer the department's main phone line, directing calls as necessary. Responsible for the opening and closing of main offices and shared departmental spaces. Assist with maintaining departmental calendars and scheduling activities. Manage the schedules of student employees in the department, ensuring sufficient office coverage each semester. Oversee the departmental equipment inventory database and manage its annual review. Maintain inventory of office and break room supplies. Process supply orders via UT Market and Amazon Business, and track orders as necessary. Check and distribute the mail and manage deliveries to the department. Provide basic IT support to faculty and staff in the department, collaborating with LAITS/UT ITS for issues requiring advanced troubleshooting. Submit maintenance orders for the department and coordinate with Facilities to address any problems.
Travel Coordination:
Manage department travel reservations, payments, and reimbursements for faculty, staff, and guests. Responsibilities include initiating travel authorizations, coordinating arrangements with hotels and other travel vendors, processing reimbursements and purchase orders, ensuring policy compliance, and performing related duties.
Event Assistance:
Support staff and faculty with financial or travel-related tasks for departmental events and meetings (e.g., orientations, lectures, receptions, conferences, and faculty meetings). Responsibilities include assisting the event lead with travel arrangements, purchasing supplies, catering orders and other entertainment-related purchasing, processing payments, and helping with setup, cleanup, and other tasks for all events and meetings.
Other Support:
Assist Department Chair and senior staff with annual grant reporting, special projects, and other assignments as needed. Attend relevant university or college training sessions, update all related internal documentation, and disseminate information to the appropriate constituents. Other related duties as assigned.
Required Qualifications A bachelor's degree plus one year of clerical or administrative experience, or a high school diploma combined with five years of clerical or administrative experience, is required. Strong interpersonal skills and a positive, professional demeanor are essential. Outstanding organizational, problem-solving, and time-management skills, along with a keen eye for detail, are key attributes. Excellent oral and written communication skills and the ability to engage positively and maintain productive working relationships with various constituents are necessary. The candidate must be punctual and dependable, proficient in Excel (intermediate+ skills: conditional formatting, PivotTables, nested IF statements, lookup functions, dashboards, etc.), and capable of working independently as well as part of a team. The ability to effectively manage and follow through on multiple tasks and projects, and a willingness to adapt to and improve upon processes, technologies, and applications or software, are essential.
Relevant education and experience may be substituted as appropriate.
Preferred Qualifications Experience using the UT mainframe accounting system. Familiarity with UT operating procedures and administrative guidelines. Experience with event planning. M365 experience (Teams, SharePoint, Forms, etc.). Experience working in higher education.
Salary Range $47,000 + depending on qualifications
Working Conditions
May work around standard office conditions.
Repetitive use of a keyboard at a workstation, use of manual dexterity.
Lift and move standard office supplies, event equipment, and light furniture.
Work hours may include occasional evenings and weekends for special events.
Required Materials
Letter of interest
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 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 questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.
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
E-Verify Poster (English and 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 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.
#J-18808-Ljbffr
Department of Slavic and Eurasian Studies
Position Open To:
All Applicants
Weekly Scheduled Hours:
40
FLSA Status:
Non-Exempt
Earliest Start Date:
Immediately
Position Duration:
Expected to Continue
Location:
UT Main Campus
Purpose The Administrative Associate in the Department of Slavic and Eurasian Studies plays an essential role in the overall functioning of the department by providing advanced administrative and financial support, managing the front desk and other departmental spaces, and being the hub of communication and departmental correspondence. The ability to work effectively and flexibly while managing multiple tasks in a dynamic environment is crucial for this position.
Responsibilities
Purchasing, Payments, & Reimbursements:
Serve as the department's primary contact for purchasing, reimbursement, and payment requests or inquiries from faculty, students, staff, and guests. Responsibilities include reviewing requests and obtaining necessary approvals, working with the Centralized Business Services (CBS) team to create and process vouchers, coordinating with vendors, managing ProCard reconciliation, assisting the Department Manager in maintaining accurate budgets and documentation, ensuring adherence to relevant policies, and performing other related tasks.
Main Office Support:
Serve as the primary point of contact for visitors. Greet visitors, handle requests from faculty and students, and answer the department's main phone line, directing calls as necessary. Responsible for the opening and closing of main offices and shared departmental spaces. Assist with maintaining departmental calendars and scheduling activities. Manage the schedules of student employees in the department, ensuring sufficient office coverage each semester. Oversee the departmental equipment inventory database and manage its annual review. Maintain inventory of office and break room supplies. Process supply orders via UT Market and Amazon Business, and track orders as necessary. Check and distribute the mail and manage deliveries to the department. Provide basic IT support to faculty and staff in the department, collaborating with LAITS/UT ITS for issues requiring advanced troubleshooting. Submit maintenance orders for the department and coordinate with Facilities to address any problems.
Travel Coordination:
Manage department travel reservations, payments, and reimbursements for faculty, staff, and guests. Responsibilities include initiating travel authorizations, coordinating arrangements with hotels and other travel vendors, processing reimbursements and purchase orders, ensuring policy compliance, and performing related duties.
Event Assistance:
Support staff and faculty with financial or travel-related tasks for departmental events and meetings (e.g., orientations, lectures, receptions, conferences, and faculty meetings). Responsibilities include assisting the event lead with travel arrangements, purchasing supplies, catering orders and other entertainment-related purchasing, processing payments, and helping with setup, cleanup, and other tasks for all events and meetings.
Other Support:
Assist Department Chair and senior staff with annual grant reporting, special projects, and other assignments as needed. Attend relevant university or college training sessions, update all related internal documentation, and disseminate information to the appropriate constituents. Other related duties as assigned.
Required Qualifications A bachelor's degree plus one year of clerical or administrative experience, or a high school diploma combined with five years of clerical or administrative experience, is required. Strong interpersonal skills and a positive, professional demeanor are essential. Outstanding organizational, problem-solving, and time-management skills, along with a keen eye for detail, are key attributes. Excellent oral and written communication skills and the ability to engage positively and maintain productive working relationships with various constituents are necessary. The candidate must be punctual and dependable, proficient in Excel (intermediate+ skills: conditional formatting, PivotTables, nested IF statements, lookup functions, dashboards, etc.), and capable of working independently as well as part of a team. The ability to effectively manage and follow through on multiple tasks and projects, and a willingness to adapt to and improve upon processes, technologies, and applications or software, are essential.
Relevant education and experience may be substituted as appropriate.
Preferred Qualifications Experience using the UT mainframe accounting system. Familiarity with UT operating procedures and administrative guidelines. Experience with event planning. M365 experience (Teams, SharePoint, Forms, etc.). Experience working in higher education.
Salary Range $47,000 + depending on qualifications
Working Conditions
May work around standard office conditions.
Repetitive use of a keyboard at a workstation, use of manual dexterity.
Lift and move standard office supplies, event equipment, and light furniture.
Work hours may include occasional evenings and weekends for special events.
Required Materials
Letter of interest
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 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 questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.
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
E-Verify Poster (English and 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 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.
#J-18808-Ljbffr