Administrative Associate

Job Posting

Title:

Administrative Associate

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- Hiring Department:

College of Liberal Arts

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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 Jun 28, 2027

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- Location:

UT MAIN CAMPUS

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- Job Details:

General Notes

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Purpose

Serve as primary assistant to the Director and Advisory Council of the Native American and Indigenous Studies Program (NAIS). Provide professional administrative services for NAIS in the areas of finance, communication, event planning, record-keeping, office management, development, and the coordination of academic programs.

Responsibilities

* Coordinate with the College of Liberal Arts Centralized Business Services (CBS) team to process all NAIS administrative paperwork, including vendor payments, travel documents and reimbursements.

* Maintain and organize files by properly managing all necessary paperwork and correspondence. Organize and update files related to the NAIS Graduate Portfolio, NAIS Undergraduate Certificate, and the Race, Indigeneity and Migration (RIM) major. Assist faculty in collaborating with the Office of Admissions for the recruitment of Native American and Indigenous prospective high school students, with a special focus on Texas and the Southwest.

Assist in editing NAIS brochures and materials for print. Arrange contracts and services for printing NAIS materials.

* Maintain and upkeep NAIS office infrastructural resources, including scanner, printer, and computers, as well as needed supplies. Reassess leasing contracts to best fulfill departments needs and budgetary limitations with new vendors and contracts. Maintain communication with COLA administration and Technology Services.

* Manage the administration of the budget. Assist with special projects and inter-institutional collaborations in organizing budgets, especially for external grants. Assist in development initiatives (fundraising; communication with donors; monitoring of endowments).

* Monitor NAIS email daily - responding promptly to urgent matters and requesting assistance from Director in drafting responses on critical issues. Edit and update NAIS webpage and email lists, communicating and coordinating with other UT academic units and offices, as well as NAIS student organizations and community organizations. Attend NAIS staff meetings and other meetings of strategic interest for the program.

* Process all international visa packets for internal and visiting professors and scholars, working with the departmental liaison for the International Office to help settle visiting scholars and researchers. Ensure proper and successful payment of all visitors, domestic and international, by working closely with UT Office of Accounting and the International Office.

* Serve in handling NAIS special projects and initiatives, including coordination of events, travel, reservations, and catering. Plan and coordinate details for guest speakers, including travel arrangements and appointment itineraries. Create and update a calendar of NAIS activities. Publicize NAIS events through the website, NAIS listservs, UT calendars, social media, and printed flyers.

* Supervise any student workers hired to help NAIS with programming, publicity, promotion, etc.

* Serve as graduate coordinator for NAIS Undergraduate Certificate and Graduate…