The University of Texas at Austin Job Posting

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This posting is Closed

Administrative Associate

Hiring department Jour-PI-Alves
Monthly salary $3,500 - $3,833
Hours per week 40.00 Standard from 800AM to 500PM
Posting number 18-03-08-02-9026
Job Status Closed
FLSA status Non-exempt
Earliest Start Date Immediately
Position Duration Terminates on unknown date
Position open to all applicants
Location Austin (main campus)
Number of vacancies 1
General Notes

Provide administrative support to the Knight Center for Journalism in the Americas and the Voces Oral History Project, which are both part of the School of Journalism. The Administrative Associate will split their time between the Knight Center and Voces.

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 administrative support to the Knight Center for Journalism in the Americas and the Voces Oral History Project, which are both part of the School of Journalism. The Administrative Associate will split their time between the Knight Center and Voces.

Essential Functions

Manage all procurement duties, including processing Pro-Card transactions and reconciliations, creating purchasing documents using DEFINE and POINT PLUS, processing all payment vouchers, entertainment expenditures, OOEFs, RTAs, subscription renewals, deposits. etc. Complete APS, Independent Contractor, PIF, and other university required forms for consultants. Perform all university required steps for contractual agreements and track process through completion. Make personnel appointments in HRMS. Maintain databases and keep them updated on a regular basis, including use of FileMaker and Active Campaign. Handle occasional mailings, individual and large numbers, using mail merge. Help plan events by obtaining pricing quotes, developing menu options, securing hotel room blocks, keeping track of registrations, working with a travel agent to coordinate flights, managing and ordering supplies, and tracking related expenses. Maintain up-to-date knowledge of and documentation of all processes and practices in areas of responsibility. Assist leadership with travel and scheduling of appointments, and help manage communications. Greet visitors, answer telephone, and manage and order supplies. Interact with the School of Journalism, Moody College of Communication and central administration to do all these tasks. Assist with streamlining workflows and procedures for administrative-related tasks.

Marginal/Incidental functions

Other related functions as assigned.

Required qualifications

Bachelor's degree and one year of experience at the Administrative Assistant level. Excellent attention to detail. Professional demeanor and excellent written, oral, and interpersonal skills. Excellent attendance. Ability to work as a team and to work independently on overlapping projects and ongoing deadlines. Excellent proofreading and spelling skills. Proficiency in Microsoft Outlook, Microsoft Office, and Google Drive/Docs/Sheets. Equivalent combination of relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Fluency in Spanish and Portuguese. Experience with event planning. Prior experience with UT-Austin program coordination and administration. Demonstrated ability to communicate effectively with diverse populations, including University faculty, staff, students and visitors.

Working conditions

May work around standard office conditions Repetitive use of a keyboard at a workstation Use of manual dexterity Additional evening and weekend hours as needed for special events.

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