Administrative Associate

Job Posting Title:

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Hiring Department:

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Position Open To:

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Weekly Scheduled Hours:

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FLSA Status:

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Earliest Start Date:

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Position Duration:

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Location:

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Job Details:

UT Austin provides an outstanding benefits package including but not limited to:

• Competitive health benefits (Employee premiums covered at 100%, family premiums at 50%)
• Vision, Dental, Life, and Disability insurance options
• Generous paid vacation, sick leave, and holidays
• Teachers Retirement System of Texas (a defined benefit retirement plan)
• Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b)
• Flexible spending account options for medical and childcare expenses
• Robust free training access through LinkedIn Learning plus professional
• Tuition assistance
• Expansive employee discount program including athletic tickets
• Free access to UT Austin's libraries and museums
• Free rides on all UT Shuttle and Capital metro buses with staff ID card
  

For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards

The Office of the Executive Vice President and Provost (EVPP) seeks administrative support for the Academic Personnel Services (APS) team.APS is responsible for consulting with campus stakeholders regarding various academic processes. This position will provide high-level administrative support and serve as office manager for the Academic Personnel Services team within the Office of the Executive Vice President and Provost.

Function 1: Administrative Support - 30%

Provide office management support to include, but not limited to, IT equipment coordination, access to university systems, scheduling meetings, and onboarding new employees. Represent APS on UT Remembers committee.

Function 2: Customer Support - 50%

Serve as primary contact on customer inquiries for response or delegation to other team members as appropriate. Assist in completing faculty processes by updating faculty systems with related information. Collaborate on the university's faculty promotion and tenure process to include, but not limited to, promotion dossier review, and material preparation for UT System. Assist with open record requests.

Function 3: Credentialing Support - 20%

Manage the faculty credentialing process by verifying the completion of the credentialing requirement that is a criterion for institution accreditation. Coordinate and consult with academic departments and provost accreditation team, as needed. Evaluate and approve credentialing business processes in Workday. Audit and resolve degree contingencies.

Other duties as assigned.

• Bachelor's degree with at least one year of professional administrative experience, or five years of administrative experience with High School diploma.

• Excellent interpersonal, verbal, and written communication.

• Demonstrated proficiency in Microsoft Office, database programs, electronic calendar, and email systems.

• Demonstrated creativity, resourcefulness, and a strong sense of initiative and attention to detail.

• Demonstrated ability and willingness to work as a team member and independently.

• Demonstrated ability to manage multiple tasks simultaneously and to adapt to shifting priorities.

• Demonstrated ability to exhibit tact and diplomacy in interactions with colleagues.

• Demonstrated ability to maintain confidentiality and manage sensitive information.

Relevant education and experience may be substituted as appropriate.

• Experience working in an academic environment with faculty, staff, and students.

• Experience and familiarity with UT Austin structure, policies, procedures, and administrative functions.

• Supervisory experience.

• Experience using iOS operating system, Outlook, Workday, and UT DEFINE, and ServiceNow.

$43,000 + depending on qualifications and experience

• May work around standard office conditions.
• Repetitive use of a keyboard at a workstation.
• Applicants must be legally authorized to work for any employer in the United States. This position is not eligible for sponsorship of work visas.
• This is an Austin, TX-based position. Position may be eligible for hybrid work.
  

This position is eligible for a hybrid Flexible Work Arrangement (FWA), currently projected as three days on campus and two days remote each week. FWA arrangements are subject to manager approval and may shift due to changes in business needs.

• Resume/CV
• Three Work References (with contact information; at least one reference should be from a supervisor)
• Letter of Interest

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume in the first step of the online job application process. Then, any additional Required Materials will be uploaded in the My Experience section; you can multi-select the additional files or click the Upload button for each file. Before submitting your online job application, ensure thatALLRequired Materials have been uploaded. Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find Jobs. Before you apply though, log-in to Workday, navigate to your Worker Profile, click the Career link in the left-hand navigation menu and then update the sections in your Professional Profile. This information will be pulled into your application. The application is one page, and you will need to click the Upload button multiple times to attach your Resume, References, and any additional Required Materials noted above.

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Employment Eligibility:

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Retirement Plan Eligibility:

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer,complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university's company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.