E-3 Visa Administrative Assistant Jobs

Job Posting Title:

Administrative Associate

Hiring Department:

Department of Social and Cultural Analysis

Position Open To:

All Applicants

Weekly Scheduled Hours:

40

FLSA Status:

Non-Exempt from FLSA

Earliest Start Date:

Immediately

Position Duration:

Expected to Continue

Location:

UT MAIN CAMPUS

Job Details:

Purpose

Provide administrative support for the staff, students, and faculty of the Department of Social and Cultural Analysis.

Responsibilities

• Front Office and Reception

• Serve as primary receptionist for the department and greet visitors with exceptional customer service and a professional demeanor. Manage daily tasks including answering phones, managing inquiries, logging and distributing mail, and overseeing the ordering and stocking of office supplies. Ensure common areas and meeting rooms are clean throughout the day and help prepare conference room for meetings and events. Coordinate inventory ordering, stocking, and verification. Assist with routine office upkeep and other clerical responsibilities. Supervise the work of student employees as available.

• Administrative and Clerical Support

• Provide administrative support to unit staff and leadership. Assist with coordination of Facilities Services and ITS requests. Assist with processing human resource functions, including support to hiring committees, appointment processing, new employee onboarding, and personnel records maintenance. Process initial paperwork pertaining to appointments, payments, and reimbursements.

• Financial and Procurement Assistance

• Assist with financial needs of units, such as invoice review and payment, contracts, and purchases. Review invoices for purchases of goods and services, confirm receipt, and route for processing. Assist with ProCard purchases and reconciliation as directed. Gather and organize documentation ensuring compliance with state, local, and grant accounts. Assist with coordination of expense and payment documents.

• Records, Scheduling, and Logistics

• Use appropriate tools (e.g., files, databases) to organize and track unit information and maintain records, including mailing/contract lists, trainee records, appointment records, equipment inventory, and unit activity records. Assist with meetings and events, including setting up technology for meetings and seminars. Reserve rooms; schedule meetings; and take minutes at meetings. Coordinate and follow up on requests with other campus departments.

• Other related functions as assigned.

Required Qualifications

• High school diploma or GED. Clerical experience, or experience at the Administrative Assistant level.
• Demonstrated ability to manage complex office decisions in a small department with minimal direction.
• Excellent written and oral communication skills.
• Attention to detail and strong organizational skills. Proficiency with Microsoft Office suite.
• Ability to manage multiple tasks and deadlines in a fast-paced environment.

Relevant education and experience may be substituted as appropriate.

Salary Range

$48,000 + depending on qualifications

Working Conditions

Typical office environment

Required Materials

• Resume/CV
• 3 work references with their 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 the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required 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 UT Jobs. If you are a current University employee, 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 before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

Background Checks:

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

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.

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.

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.

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]

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.