IPSI is a 100 percent grant funded department at the University of Texas at Austin. IPSI has been in existence for over 9 years, and has a successful history of obtaining extramural funding. This position is 100 percent grant funded and has an end date.
Provide assistance to program staff in the daily operations and functions of the division, related to travel, purchasing and vendor payment.
Receives and arranges travel itineraries for employees and non-employees, including flight, hotel, and rental car accommodations. Creates all necessary documentation for travel approval. Process and track travel reimbursements and expenses including monthly mileage. Provides assistance to the Director and program staff as needed, including but not limited to creating and tracking VP2 invoice payments, coordinating all the appropriate paperwork needed for independent contractors and communicating as needed with vendors to ensure correct payment of vouchers. Coordinating events and meetings as needed. Event preparations, include but are not limited to name badge and sign-in sheet creation, and registration/participant list management. Incumbent may travel to all training events throughout Texas to assist with on-site registration. Assisting with purchasing, soliciting bids, creating and paying purchase orders (POs), UT Market purchasing and reconciliation, shipping, managing event rooming lists, and setting up conference calls. Assists with adding vendors into DEFINE. Coordinates with other administrative staff on pending assignments from within and outside the Institute for Public School Initiatives (IPSI) office.
Other related functions as assigned. This position will Telecommute and require coming into the office on a regular agreed upon schedule. A Telecommuting Agreement will be executed.
Bachelor's degree and one year of experience at the Administrative Assistant level, or high school graduation or GED, and five years of clerical experience, including one year of experience at the Administrative Assistant level. Current or prior University of Texas at Austin experience. Experience with DEFINE, UT Market and University Travel Policies. Demonstrated experience with Microsoft Word, PowerPoint, and Excel. Ability to prioritize. Ability to work for long periods of time without supervision. Professional demeanor. Excellent telephone communication and interpersonal skills. Experience working as part of a team and as a contributing member. Demonstrated strong customer service skills. Equivalent combination of relevant education and experience may be substituted as appropriate.
Clerical experience of ten years, including three years at the Administrative Assistant level. Experience with University Contract and Purchasing Guidelines. Meeting planning experience.
May work around standard office conditions Repetitive use of a keyboard at a workstation Use of manual dexterity This position will work at an office space off-campus located at: Plaza 290 Building, 5316 Hwy. 290 West, Suite 510, Austin, TX. 78735.