The University of Texas at Austin Job Posting

This posting is Closed

Administrative Associate

Hiring department Undergrad Sch of Bus
Monthly salary $2,833 - $3,083
Hours per week 40.00 Standard from 800AM to 500PM
Posting number 18-02-09-01-9026
Job Status Closed
FLSA status Non-exempt
Earliest Start Date Immediately
Position Duration Funding expected to continue
Position open to all applicants
Location Austin (main campus)
Number of vacancies 1
General Notes

As an Equal Opportunity Employer, the McCombs School of Business believes that diversity in our faculty, student, and staff populations is integral to our core purpose of educating leaders that create value for society. We welcome applicants from under-represented groups and those who can demonstrate a commitment to inclusiveness.

Required Application Materials

  • A Resume is required in order to apply
  • A Letter of Interest is required in order to apply.
  • A List of 3 References is required in order to apply.

Additional Information


To coordinate business affairs processes involving 30+ undergraduate student organizations, special programs, and other constituents of the Office of Student Life in the Undergraduate (BBA) Programs Office in the McCombs School of Business.

Essential Functions

Create and process large quantities of purchase and payment requests through the McCombs Intranet for over 30 student organizations and staff run events; utilize Outlook as a tool for tracking; track purchase orders and Official Occasion Expense Forms through a complicated routing system and create entries on an internal Excel spreadsheet. Track 12+ accounts and over 30 account worksheets; organize invoices, purchase orders and documents for payment; create Business Contract Review Forms, gather data for contracts; deposit checks; coordinate reservations, coordinate equipment repair; troubleshoot other event planning issues, assist in summer student orientation, assist in summer orientation, occasional unique paperwork and policies; and perform general clerical duties. Work closely with Interface Manager. Meet with undergrad student organization representatives on a regular basis to explain above processes to ensure accuracy (as they initiate most of the paperwork); interpret UT financial and accounting policies for students and staff. Assist in organization training sessions at beginning of each semester as well as meeting with new organizations throughout the year to go over policies and procedures. Assist in advising student organizations on corporate funding processes and procedures. Audit more than 30 accounts on the spreadsheet in Excel on a monthly basis; and coordinate account transfers for corporate and university funds through the UT Mainframe via emails through the Interface Manager (IM). Provides spreadsheet and detailed information for monthly credit card reconciliation and account spending reports. Assists the Director in tracking corporate fund allocations. Provide general administrative support for the Director; scheduling and coordinating appointments and meetings, written and electronic correspondence, maintaining supplies, supporting Student Life, supervising and training student workers and office operations. Work closely with the Student Involvement and Leadership Coordinator for fund tracking and the operations of the Frito Lay Leadership Center.

Marginal/Incidental functions

Other related functions as assigned.

Required qualifications

High School graduation or GED. Five years of clerical experience with an attention to detail and highly organized. Demonstrated experience on a PC or a high ability to learn quickly. Proficiency in Outlook, Microsoft Excel, and Word. Excellent organizational skills. Excellent oral and written communication skills. Excellent interpersonal skills. Demonstrated ability to multi-task and handle concurrent projects with accuracy, diplomacy, and discretion. Professional demeanor. Excellent teamwork skills. Exceptional attention to detail. Positive and enthusiastic attitude. Finalist candidates will be required to complete an Excel assessment. Equivalent combination of relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor's degree in education or business administration. Technically proficient in Outlook, Excel and Word; ability to work in the software at a high level of proficiency with shortcuts and organization. Desire to learn new software packages or constant improvement of skills. At least two years at the Administrative Assistant level. A clear understanding of financial processes, accounts payable, tracking expenses and working with vendors. At least one year experience with undergraduate student organization accounting and event planning. Experience advising a diverse student body on interpersonal and organizational issues.

Working conditions

May work around standard office conditions Repetitive use of a keyboard at a workstation Use of manual dexterity Lifting and moving Some evening or weekend hours may be required during peak periods and special events.

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