The University of Texas at Austin Job Posting

Administrative Associate - Business Operations Associate

Hiring department McDonald Observatory
Monthly salary $2,916+ depending on qualifications
Hours per week 40.00 Standard from 800AM to 500PM
Posting number 18-03-05-01-9026
Job Status Open
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

Must be authorized to work in the United States on a full time basis for any employer.

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


Assist a large research unit and an academic department by providing complex administrative and transaction support to various business functions including, but not limited to accounts payable and receivable, financial reports, travel, and StarDate operations.

Essential Functions

Performs tasks associated with accounts payable such as verifying and securing vendor identification numbers; preparing and processing payment vouchers in accordance with University policies and procedures and auditing requirements; processing ProCard payments; investigating and assigning correct account numbers, object codes, and departmental budget codes; obtaining signatures and receipts for all purchases; and reviewing West Texas payment documents for accuracy and approvals. Assists senior financial analyst with monthly transaction detail and reconciliation reports, prepares and distributes monthly grant balances and expiration notices to assist PIs manage their budget. Prepares interdepartmental transfer vouchers to correct or distribute income or expenditures to appropriate accounts. Prepares other financial reports as requested including transaction detail reports and vendor spreadsheets. Performs tasks associated with accounts receivable such as daily download of StarDate and Board of Visitors' on-line payments, maintaining a deposit and cash handling log, and preparing deposits of cash, checks and credit cards. Uses to download StarDate purchases to prepare daily deposits and uses to match taxes and purchased items with the correct account numbers and class codes. Assists with StarDate's authorization of professional services and contracts. Prepares and processes, in collaboration with the event planner, the official occasion expense form for routing and approval through CNS. Manages all related expenses under the OOEF with client. Manages mail distribution, mailboxes and other administrative tasks for business office. Distributes StarDate magazines to the department on a bi-monthly basis. Sets up monthly magazine postage with Post Office. Assists the travel coordinator with preparation of travel requests, travel arrangements, and reimbursements. Serves as back up coordinator in the absence of the travel coordinator.

Marginal/Incidental functions

Assists other team members as needed. Other related functions as assigned.

Required qualifications

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. Strong interpersonal, organizational, and customer service skills. Excellent written and oral communication skills with a professional demeanor. Dependable and the ability to work as a team member in a small office. Experience as a notary or the ability to become a notary. Equivalent combination of relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Knowledge of basic accounting operations and University of Texas business policies and procedures. Higher than average skills with Microsoft Excel. Experience with DEFINE. Experience working in an academic or research environment. UT inventory and purchasing experience or knowledge.

Working conditions

May work around standard office conditions Repetitive use of a keyboard at a workstation Use of manual dexterity Climbing of stairs Lifting and moving

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