Job Posting Title:

Administrative Associate, Communication Studies, Moody College of Communication

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Hiring Department:

Department of Communication Studies

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

20

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FLSA Status:

Non-Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

This is a part time, 20 hours per week, benefits eligible position. It is not hybrid.

Purpose

The Administrative Associate will assist the department of Communication Studies with various administrative duties to help the team operate at peak efficiency.

Responsibilities

Administrative & Operational Support

Coordinate communications with department and faculty, and stakeholders.

Maintain organized filing systems (digital and physical).

Maintain biannual record retention.

Maintain annual inventory.

Assist with various faculty reviews, award submissions and promotion/tenure processes.

Financial & Resource Management

Process invoices, reimbursements, and purchase orders in alignment with institutional policies.

Track expenditures against budgets.

Assist with financial reconciliations and reporting.

Event & Program Coordination

Assist in planning and executing meetings, conferences, and community events (venue, catering, materials, swag, registration, facilities, room reservations.).

Coordinate travel arrangements campus visitors.

Manage communications and promotional materials for events.

Professional Development & Continuous Improvement

Participate in training related to research administration, compliance, and community engagement.

Perform related duties as required. 

Required Qualifications

Diploma (High School) or GED

3-5 years of administrative experience

Highly organized with exceptional attention to detail

Strong work ethic and ability to manage competing priorities

Excellent written and verbal communication skills

Proficiency with Microsoft Office Suite

Ability to work independently and collaboratively

Commitment to professionalism, confidentiality, and community-focused values

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor's Degree with three years of relevant experience

Experience with UT mainframe application and web modules. Excellent oral and written communication skills.

​Demonstrated creative and analytical thinking

Experience with databases and working with confidential information

Extensive experience using Excel and Adobe Acrobat software and comfortable with other software applications

At least 2-3 years of experience at UT-Austin

Salary Range

$23.95/hour + depending on qualifications

Working Conditions

In-person with occasional remote work based on organizational needs

Typical office environment

Repetitive use of a keyboard at a workstation

Occasional evening event activities.

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.

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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.

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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.

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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.