The University of Texas at Austin Job Posting

 
This posting is Closed

Administrative Associate - Assistant to the Directors

Hiring department Inst Latin Amer Stds
Monthly salary $2,916+ depending on qualifications
Hours per week 40.00 Standard from 800AM to 500PM
Posting number 18-03-06-01-9026
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

Occasional evening hours.

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

Purpose

Provide professional administrative support to the Director of LLILAS Benson Latin American Studies and Collections, an innovative partnership between the Teresa Lozano Long Institute of Latin American Studies (LLILAS) and the Nettie Lee Benson Latin American Collection.

Essential Functions

1. Provides administrative support to the LLILAS Benson Director. Manages the Director's calendar, appointments, travel, and reimbursements. Coordinates and implements weekly action item list for review with the Director. Provides administrative support for special initiatives. Coordinates Director's student office hours and letter of recommendation submissions. Greets and welcomes guests to Director's office. Provides occasional administrative support to the LLILAS Benson Executive Director. 2. Provides program coordination and administrative support for faculty programs, including promotion and tenure, faculty research leave, faculty grant competitions, visiting professors and visiting resource professors. Coordinates nomination, selection, and notification processes. Maintains award spreadsheets. Initiates visa processes. Coordinates travel arrangements. Prepares payment documentation. Assists with preparation of annual reports. Manages funds with LLILAS Benson Financial Analyst. 3. Accounts Payable. Prepares and processes various LLILAS Benson financial documents and payments using DEFINE and web-based accounting systems, including voucher payments, payroll vouchers, scholarship payments, vendor ID requests, deposits, RTAs and travel reimbursements.

Marginal/Incidental functions

Other duties as assigned.

Required qualifications

High School diploma or GED. Three years of administrative support experience, including account processing experience. Highly professional demeanor. Fluency in written and spoken English and Spanish. Ability to interact in a professional manner with executive, faculty, staff, students, alumni, donors and the public. Excellent verbal and written communication skills, using tact, diplomacy, and discretion at all times, including the ability to communicate with diverse populations. Proficiency in Microsoft Office and email applications, including MS Outlook. Demonstrated ability to handle detail-oriented tasks with superior organizational skills. Ability to work in a collaborative manner. Ability to organize short- and long-term priorities and projects and work with multiple deadlines. Ability to work independently and as a team member. Independent decision making and problem solving ability. Demonstrated, recent, exemplary work record. Equivalent combination of relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor's degree. More than three years of the above experience. Experience working with executives and faculty in a higher education or related setting. Experience working directly with DEFINE, UT web-based accounting systems, or similar accounts payable systems. Understanding of and interest in Latin American cultures and societies. Professional proficiency in Portuguese. Budget management experience.

Working conditions

May work around standard office conditions Repetitive use of a keyboard at a workstation Occasional evening and weekend hours.

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