Administrative Associate, McDonald Observatory

Administrative Associate, McDonald Observatory

Provides administrative support for McDonald Observatory’s West Texas operations, including procurement of goods and services, contracts, inventory management, accounting, reporting, and other administrative tasks. The position reports to the executive assistant and works in collaboration with the Austin Business Office.

• Assist with the administrative and clerical operations for the Superintendent’s office and staff; help with shipping and receiving packages and mail, maintain site calendars, compose and proofread departmental correspondence, and support special events and staffing as needed.
• Support the Physical Plant Manager and Technical Trades Supervisors with administrative tasks such as purchasing research, fuel reports, and Texas Commission on Environmental Quality (TCEQ) reports; provide quarterly account reconciliation reports.
• Serve as the primary contact for West Texas staff regarding procurement, ensuring adherence to University purchasing policies and procedures in coordination with the Austin Business Office. Procure goods and services, assign department transaction numbers, set up vendor IDs, obtain quotes, maintain the purchasing database, and process purchase orders and Pro Card purchases.
• Assist with West Texas inventory, issue and maintain inventory tags, enter data into the database, prepare inventory reports, and coordinate surplus activities with the Austin Business Office.
• Prepare payment vouchers, enter weekly deposits for the Astronomers Lodge, reconcile Mt. Locke and West Texas accounts, produce detailed monthly reports, and act as an authorized signer on the local bank account.

• High school diploma or GED with a minimum of five years of clerical experience, or at least one year of experience at the Administrative Assistant level with a bachelor’s degree.
• Intermediate skills in Microsoft Excel and Word.
• Ability to adapt, work independently, and be an essential team member.
• Proven good judgment.
• Excellent interpersonal, problem‑solving, oral, and written communication skills, including strong writing and proofreading abilities.
• Ability to interact professionally with staff, visitors, and residents while maintaining a positive demeanor.
• Ability to evaluate workload, prioritize tasks, and meet deadlines to manage multiple projects accurately.
• Ability to learn quickly, adapt flexibly, and take ownership of projects to successful completion.
• Competencies in accuracy, attention to detail, decision‑making, critical thinking, effective communication, initiative, and service excellence.
• Relevant education and experience may be substituted as appropriate.

• One year experience in procurement.
• Experience using UT mainframe, Workday, and UT web applications.
• Knowledge of UT policies and procedures.
• Experience with planning, budgeting, and executing small to mid‑sized events, including vendor coordination.
• Advanced skills in the use of Microsoft Office applications.

This job requires a class “C” operator’s driver’s license. Applicants must provide a current three‑year driving record from the state of residence. Non‑Texas residents must obtain a Texas driver’s license within 30 days of establishing residency.

$46,000 + (depending on qualifications and experience)

• Position is located at McDonald Observatory, Ft. Davis, Texas (may require relocation).
• Work in all weather conditions and extreme temperatures, with elevations up to approximately 6,900 ft. above sea level; temperatures can range from –10 °F to +95 °F.
• Work at a desk and computer for extended periods, including repetitive use of a keyboard.
• Use of manual dexterity; occasional climbing of stairs and ladders; occasional heavy lifting of 10 + lbs; occasional work around electrical, mechanical hazards, and heavy equipment.
• May work after hours and on weekends as needed.

• Monday‑Friday, 8 a.m. to 5 p.m.
• Occasional work after hours and weekends.

• Letter of interest
• Resume/CV
• Three work references with contact information (at least one from a supervisor)

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.