Senior Administrative Associate

Purpose

This position will provide high-level administrative and transactional support to the Department of Educational Leadership and Policy, which includes the Education Research Center, with a customer service emphasis as a staff team member in a large academic department. Ensure consistent application of all departmental, University, and UT systems policies and procedures.

• Document and Request Management:
  Responsible for Department and ERC purchasing, procurement, and payments, researcher access fees. Order and process Department-related expenses in a timely manner. Serve as the Department's Pro Card holder. Request, collect, and upload receipts to UT Box for reconciliation. Responsible for creating payment vouchers (VP1, VP2, and VPE documents). Process Official Occasion Expense Forms as appropriate. Serve as department representative for contract processing in Contracts Plus.
  
  Travel:
  Serve as the Department's coordinator for faculty, student, and visitor travel and ERC faculty and staff. Create VE5 documents in DEFINE prior to travel and create VP5 travel reimbursement documents. Work with the accountant to ensure accurate processing.
• Procurement, Purchasing, & Payments:
  Review, evaluate, and prepare incoming documents and ensure proper routing. Prepare transmittal documents, set up documents for signature, complete file set-up and data entry, create project status reports, and perform follow-up. Manage FERPA review requests. Manage proposal, extension, and amendment submissions, and researcher onboarding and project and researcher closeouts. Track and document data files that each researcher is allowed to access.
  
  Routed researcher documents needing signatures through Docu Sign. Coordinate with COE HR for any HR needs.
• Website, Audit & Inventory:
  Update documents on the ERC website and send to the IT Coordinator to update the website. Monitor website for accuracy. Annual downloads from the state agency websites. Provide all necessary/requested documentation for the yearly audit. Maintain the ERC equipment inventory database. Track ERC assets, including WORQ Space reports, computer equipment inventory, and computer replacement schedule. Coordinate annual inventory with the Senior Admin Manager and prepare the report for submission.
  
  Other related duties as assigned.
• Scheduling:
  Add researchers to the Google Calendar VM use. Keep track of training requirements and expiration, IRB dates, and project expiration. Track when payments need to be invoiced. Schedule FERPA reviews and by what date the reviews need to be completed.
• Events Coordination:
  Assist in the coordination of events and meetings and logistics for department meetings and events (including new student orientation, semester receptions, retirement receptions, guest lectures, faculty recruiting, etc.). Additional tasks:
  Assist the Senior Administrative Manager with tasks and projects as needed. Support other Department Administrative Office staff and ERC faculty and staff by assisting with various projects.
• Room Reservations:
  Responsible for assisting individuals with reserving ELP classrooms for non-class-related events. Maintain ELP-controlled classrooms and spaces to keep them ready for academic use. Inventory:
  Assist Senior Administrative Manager with departmental equipment inventory. Front Office:
  Serve as the first point of contact for ELP visitors when work study staff is not present. Answer the department's main line and direct calls to other offices or staff, and greet the public. Responsible for office supplies and keeping the lobby and kitchen tidy.

Bachelor's degree and five years of experience at the Administrative Associate level, or high school graduation or GED, and five years of clerical experience, including one year of experience at the Administrative Assistant level. Strong interpersonal and problem‑solving skills. Excellent oral and written communication skills. Ability to work independently and as part of a team. Ability to interact and maintain productive working relationships with a diverse population of faculty, staff, and students, and maintain a positive and…