This position will work at an office space off-campus located at: Plaza 290 Building, 5316 Hwy. 290 West, Suite 510, Austin, TX. 78735.
The Administrative Associate position will provide assistance to program staff in the daily operations and functions of the Insititute for Public School Initiative's College Access Division.
Monitor budgets for division projects to ensure sufficient and appropriate funds in all accounts and subaccounts. Arranges travel for employees and non-employees including flight, hotel, and rental car accommodations. Provides assistance to the Director and program staff as needed, including but not limited to creating and tracking VP2 invoice payments, coordinating working lunches including creation of Official Occasion Expenses form (OOEF) and payment on VPE, soliciting bids, creating and processing purchase orders (POs), UT Market purchasing, reconciliation, and shipping. Managing event rooming lists and setting up conference calls. Schedule and coordinate services for meeting and conferences for large groups. Make travel arrangements and process and track reimbursements for business trips and training sessions for on and off-site employees. Draft and edit correspondence, grant proposals, and reports. Perform administrative duties, including responding to telephone and email inquiries, order supplies, and ship materials. Process cost transfers, budget reallocations, and source of funds changes.
Other related functions as assigned. Marginal lifting 20 lbs or less.
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. Excellent organization and communication skills. Experience with managing budgets and accounts. Excellent writing, editing , and proof reading skills. Professional demeanor. Knowledge of UT Austin's rules and extensive experience in DEFINE including purchasing, vouchering, etc. Knowledge of FRMS, HRMS, and PointPlus. Proficiency in Microsoft Excel and Word. Interviewed candidates will be required to be tested for writing and editing and proficiency in excel. Equivalent combination of relevant education and experience may be substituted as appropriate.
More than 5 years of administrative experience. Familiarity with Sponsored Projects. Experience organizing events and conferences.
May work around standard office conditions Repetitive use of a keyboard at a workstation