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Senior Administrative Associate, Center for Subsurface Energy and the Environment

UTAustin • UT MAIN CAMPUS • Full-time

$58,000

per year

Procurement Clerical support administrative associate research administration University of Texas

Job Description

Job Posting Title:

Senior Administrative Associate, Center for Subsurface Energy and the Environment

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Hiring Department:

Subsurface Energy and the Env, Center for

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

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FLSA Status:

Non-Exempt

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Earliest Start Date:

Jun 16, 2025

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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

As a top-10 engineering school with the No. 1 program in Texas, the Cockrell School of Engineering at The University of Texas at Austin (UT Austin) has been a global leader in technology innovation and engineering education for over a century. With 11 undergraduate and 13 graduate programs, over 20 research centers and a faculty community that boasts one of the highest numbers of National Academy of Engineering members among U.S. universities, Texas Engineering has launched some of the nation’s most accomplished leaders and pioneered world-changing solutions in virtually every industry, from space exploration to energy to health care. Situated in the heart of Austin — named “America’s Coolest City” by Expedia and “The Best Place to Live in the U.S.” by U.S. News and World Report — the Cockrell School embodies the city’s innovative spirit. Major companies with Austin campuses, such as Dell, National Instruments, Apple, IBM, Samsung, Google and many others, continue to recruit Cockrell School students at a remarkable rate, launching thousands of successful careers and developing Texas Engineers into industry leaders.

Purpose

The Senior Administrative Associate in the Center for Subsurface Energy and the Environment (CSEE) is responsible for providing support for Center faculty and their research groups, as well as providing administrative support to research staff. This position is responsible for purchases and procurement on research funds, as well as processing travel arrangements, travel reimbursement, and all other payment vouchers. This position also aides in maintaining and reconciling research accounts for the Center faculty.

Responsibilities

Provides administrative support for research staff and students. Maintains and reconciles all research accounts, follow budgets, provides financial information as needed, and prepares funding agency reports. Prepares correspondence, technical reports/papers and faculty annual reports. Manages financials and budgeting of the accounts for UT faculty member.

Procurement: Sourcing, contracts, and sole source; transfers, procurement card reconciliation, purchase orders, and payment vouchers.
Prepares RTAs and makes travel arrangements for UT faculty and students; processes travel reimbursements as well as other types of reimbursements, payments to vendors, and purchase orders. Processes researchers, student, and some faculty assignments including immigration paperwork/visas. Processes tuition and scholarships for students.
Performs other related duties as assigned.

Required Qualifications

Three (3) year of clerical experience, including one year of experience at either the Administrative Assistant or the Administrative Associate level with a Bachelor's Degree
Seven (7) years of clerical experience, including one year of experience at either the Administrative Assistant or the Administrative Associate level with a High School diploma or GED
Strong organization skills and ability to maintain high volumes of data
Ability to work in a small work team environment and be able to manage multiple simultaneous projects
Ability to work both independently and as a member of a team, collaborating across units as needed
Demonstrated ability to explain complex policies, procedures and facilitate large and small group trainings
Strong positive attitude, attention to detail, communication skills, customer service, growth mindset, and problem-solving abilities

Relevant education and experience may be substituted as appropriate

Preferred Qualifications

More than the required administrative experience, with examples of experience gained
Experience working with students, faculty, and staff at UT Austin or other higher education institution
Experience with budgeting, and accounting
Knowledge of UT Austin systems and processes such as DEFINE, procurement procedures, and travel management
Ability to work in a fast-paced environment with multiple processes and deadlines

Salary Range

$58,000+ depending on qualifications

Working Conditions

Work is performed in a standard office environment
Work outside of regular business hours is required on a periodic basis, including evenings and weekends
Travel may be required on a periodic basis

Work Shift

Standard work schedule is Monday – Friday, 8:00 a.m. – 5:00 p.m.
Flexible schedule and/or hybrid telework may be allowed
Periodic work outside of normal business hours, to include evenings and weekends, may be required on a periodic basis

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 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 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 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 in to your application. The application is one page and you will need to click the Upload button multiple times in order to attach your Resume, References and any additional Required Materials 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:

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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.