Administrative Associate

Job Posting

Title:

Administrative Associate

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- Hiring Department:

Population Research Center

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- Position Open To:

All Applicants

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- Weekly Scheduled

Hours:

40

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- FLSA Status:

Non-Exempt from FLSA

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- Earliest

Start Date:

Immediately

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- Position Duration:

Expected to Continue Until Jul 31, 2027

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- Location:

UT MAIN CAMPUS

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- Job Details:

General Notes

This position is currently funded for one year from start date.

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Purpose

This position plays an integral part of the Population Research Center's overall research administration team. It will provide support for departmental activities, including payment and reimbursement processing, travel and event coordination, purchasing, and office operations.

Responsibilities

* Assist with processing payment and reimbursement vouchers to ensure accuracy, completeness, and compliance with organizational policies and procedures. Coordinate with vendors, staff, and finance personnel to resolve discrepancies and facilitate timely payments.

* Support participant incentive payment processing and reconciliation activities while ensuring accuracy and adherence to policies.

* Assist with arranging travel reservations, preparing travel authorizations, and processing travel reimbursements for faculty, staff, and guests. Ensure all travel-related documentation complies with institutional guidelines and reimbursement policies.

* Maintain and track voucher documentation and related financial records to ensure timely submission, approval, and processing. Follow up with appropriate departments or personnel regarding pending or incomplete documentation.

* Assist with purchasing materials and office supplies as needed. Prepare purchase requests, monitor order status, and coordinate with vendors to ensure timely delivery of requested items.

* Receive, distribute, and organize incoming shipments, packages, and mail. Provide support for meetings, workshops, conferences, and special events.

* Perform additional administrative, operational, and clerical duties as assigned in support of departmental goals and daily operations.

Required Qualifications

* Bachelor's degree and one year of administrative experience or high school diploma/GED and a minimum of five years of clerical experience.

* Experience with the Microsoft Office suite, including intermediate skills in Excel and Word.

* Ability to adapt, work independently, and be an essential team member.

* Proven sound judgment, strong attention to detail, and the ability to work independently with minimal supervision while exercising initiative in completing assigned responsibilities and tasks.

* Excellent interpersonal and problem-solving abilities.

* Excellent oral and written communication skills, with strong writing and proofreading skills.

* Ability to evaluate workload, prioritize tasks, and meet deadlines to effectively manage multiple projects across different areas with accuracy.

* Ability to learn quickly and adapt flexibly.

* Experience in taking ownership of projects and guiding them to successful completion.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

* Ability to work efficiently under pressure in fast-paced office environment while adapting to shifting priorities.

* Experience working in a university setting.

* Experience using UT Define, Workday, and UT web applications.

* Knowledge of the UT policies and procedures.

* Experience working in research administration office.

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…