Senior Administrative Associate

Senior Administrative Associate

Job Title:

Senior Administrative Associate

Educational Leadership and Policy

All Applicants

40

Non-Exempt from FLSA

Immediately

Expected to Continue

UT MAIN CAMPUS

General Notes

• The university provides employees a competitive benefits package that includes health insurance (premiums covered 100% for full-time benefits-eligible employees), retirement plans, and paid leave, in addition to other programs and services.
• We offer robust free training access through Linked In Learning, professional conference opportunities, an expansive employee discount program, including athletic tickets.
• Free access to UT Austin's libraries and museums with a staff .
• Free rides on all UT Shuttle and Austin Cap Metro buses with a staff .
• For more details, please see: (Use the "Apply for this Job" box below). and -rewards

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.

• Procurement, Purchasing, & Payments:
  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.
• Document and Request Management:
  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 each researcher is allowed to access.
  
  Routed researcher documents needing signatures through Docu Sign. Coordinate with COE HR for any HR needs and appoint Graduate Research Assistants.
• 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…