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Administrative Assistant

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University of Texas at Austin

3mo ago

  • Job
    Full-time
    Junior Level
  • People, HR & Administration
    Accounting & Tax
  • Austin
  • Quick Apply

AI generated summary

  • You need a Bachelor’s degree in a related field, 1+ years of relevant experience, proficiency in Microsoft Office, knowledge of university financial policies, and strong communication skills.
  • You will manage purchasing and accounting documents, coordinate financial operations, maintain records, supervise staff, and train new clerical employees while ensuring adherence to university policies.

Requirements

  • Required Qualifications: A Bachelor’s degree in Accounting, Finance, Business Administration, or a related field is required, along with a minimum of one year of relevant experience in administrative support, purchasing, or financial operations. The candidate must be proficient in Microsoft Office, particularly Excel, Word, and Outlook, and demonstrate the ability to accurately process and reconcile high volumes of purchasing and accounting documents. Strong knowledge of university policies and procedures related to financial transactions and compliance is essential. The candidate must possess excellent verbal and written communication skills, with proven experience serving as a liaison between departments, vendors, or other stakeholders. Additionally, the role requires the ability to work independently with initiative and sound judgment while managing complex administrative tasks.
  • Preferred Qualifications: A Bachelor’s or Master’s degree in Accounting, Finance, Business Administration, or a related field is preferred. More than one year of relevant experience, particularly in a university or higher education setting, is highly desirable. The ideal candidate will have advanced knowledge of university-specific systems such as Workday, Banner, PeopleSoft, or the DEFINE (Mainframe) system. Experience with process modernization, system implementation, and supervising student staff is also preferred. Strong organizational and problem-solving skills, along with the ability to prioritize work in a fast-paced environment, are an advantage.

Responsibilities

  • Process a high volume of purchasing and accounting documents, including payment vouchers, interdepartmental transfers, travel reimbursements, refunds, and purchase orders, ensuring all work adheres to university policies and procedures.
  • Serve as the primary point of contact for Sport Club transactions, collaborating closely with Program team members to manage financial operations.
  • Maintain expert knowledge of university policies and procedures while managing departmental accounts and ensuring timely completion of tasks. Translate instructions from technical and administrative supervisors to subordinates.
  • Coordinate accounting and purchasing functions as a contributing member of the Business Services staff, managing routine personnel functions, determining work priorities and schedules, and composing departmental correspondence.
  • Prepare, maintain, and post records, reports, and budget information while approving vouchers, payrolls, and other financial documents.
  • Oversee data entry and retrieval systems, supervise subordinate clerical staff, and coordinate information exchange with other departments as needed.
  • Train new clerical staff, verify student accreditation records or employment credentials, and provide guidance to students on degree plan requirements as needed.

FAQs

What is the job title for this position?

The job title for this position is Administrative Assistant.

Which department is hiring for this position?

The hiring department is Recreational Sports.

Is this position open to all applicants?

Yes, this position is open to all applicants.

How many hours per week is the Administrative Assistant position scheduled for?

The Administrative Assistant position is scheduled for 40 hours per week.

What is the FLSA status of this position?

The FLSA status of this position is Non-Exempt.

When is the earliest start date for this position?

The earliest start date for this position is immediately.

What is the expected duration of this position?

The position is expected to continue.

Where is the location of this job?

The location of this job is UT Main Campus, specifically in Gregory Gym.

What are the essential job functions of the Administrative Assistant?

Key functions include processing purchasing and accounting documents, serving as a primary contact for Sport Club transactions, maintaining departmental accounts, coordinating functions within Business Services, and overseeing data entry systems, among others.

What qualifications are required for this position?

A Bachelor’s degree in Accounting, Finance, Business Administration, or a related field is required, along with a minimum of one year of relevant experience in administrative support, purchasing, or financial operations.

Are there preferred qualifications for this role?

Yes, preferred qualifications include a Bachelor’s or Master’s degree in a related field, more than one year of relevant experience in a university setting, advanced knowledge of university-specific systems, and experience supervising student staff.

What is the salary for this position?

The salary for this position is $40,000.

What are the working conditions for the Administrative Assistant?

The work is performed in standard office conditions and may involve some exposure to noise, dust, and chemical fumes. Regular and punctual attendance is required.

What materials are required for the application?

Required materials include a resume/CV, three work references (one from a supervisor), and a letter of interest.

Is there a background check required for this position?

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

Does the position include benefits?

Yes, the position comes with benefits, including eligibility for the Teacher Retirement System of Texas (TRS).

What is the process for current university employees to apply?

Current university employees must apply within Workday by searching for "Find UT Jobs" and updating their Worker Profile before applying.

Are there overtime requirements for this position?

Yes, work overtime hours when necessary as per departmental performance standards.

What is the working schedule for this position?

The working schedule is Monday – Friday, from 8 AM to 5 PM.

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University of Texas at Austin

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Education
Industry
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Employees
1883
Founded Year

Mission & Purpose

The University of Texas at Austin is one of the largest public universities in the United States. Founded in 1883, the University has grown from a single building, eight teachers, two departments and 221 students to a 350-acre main campus with 21,000 faculty and staff, 16 colleges and schools and more than 50,000 students.