Senior Administrative Associate, Business Affairs Office in Cockrell School of Engineering

Job Posting

Title:

Senior Administrative Associate, Business Affairs Office in Cockrell School of Engineering-Hiring Department:

Cockrell School of Engineering-Position Open To:

All Applicants-Weekly Scheduled

Hours:

40-FLSA Status:

Non-Exempt from FLSA-Earliest

Start Date:

Immediately-Position Duration:

Expected to Continue
- Location:

UT MAIN CAMPUS-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 number 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 As a member of the Cockrell School of Engineering’s Business Affairs Office (BAO), this position will provide support through the review and audit of accounts payable documentation for departments and organized research units. This position will also provide other administrative support for the Business Affairs team under the supervision of the Director of Business and Financial Services.

Responsibilities Review, audit, and approve entertainment payment documents (VPEs) for academic departments and organized research units, ensuring accuracy and compliance with University and School level policies. Reviewing entertainment purchases made through UT Market and IDT to ensure appropriate approvals and documentation is in place.

Review, audit, and approve procard payment documents (VP7s) for academic departments and organized research units, ensuring accuracy and compliance with University and School level policies.

Manage office operations such as ordering new supplies, submitting work order requests for team members, communicating/coordinating with vendors for water, shredding services, and coffee. Organizing BAO staff meetings and retreats, as well as other office-related tasks.

Review Docu Sign exception requests, OOEFs, and other business paperwork requiring the Chief Business Officer’s approval.

Other duties include but are not limited to signing for bursar/gift deposits received in the office, providing front desk support, triaging the BAO-accounting email inbox when needed, and occasionally filling in for other team members by reviewing / approving VP1, VP2, and/or VP5 payment vouchers.

Required Qualifications Bachelor’s degree and three years of administrative experience, or high school graduation or GED and seven years of administrative experience.

Ability to effectively prioritize and manage competing issues and deadlines.

Demonstrated excellent verbal and written communication skills.

Demonstrated ability to effectively work with a variety of business contacts, including faculty, staff, and administrative contacts through the university.

Demonstrated ability to work effectively as a member of a team and individually.

Relevant education and experience may be substituted as appropriate.

Preferred…