Administrative Associate (Salary)

Job Posting Title:

Administrative Associate (Salary)

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Hiring Department:

Office of the Vice President of People and Talent

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

32

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FLSA Status:

Non-Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

AUSTIN, TX

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Job Details:

General Notes

The Human Resources department serves as a strategic partner by providing professional and organizational human resource solutions to the campus that attract, engage and develop employees. For more information on the Human Resources department, please visit: https://hr.utexas.edu/

Your skills will make a difference.

You'll be working for a university that is internationally recognized for our academic programs and research. UT Austin provides an outstanding benefits package including but not limited to:

• Competitive health benefits (employee premiums covered at 100%, family premiums at 50%)
• Voluntary Vision, Dental, Life, and Disability insurance options
• Generous paid vacation, sick time, and holidays
• Teachers Retirement System of Texas, a defined benefit retirement plan, with employer matching funds
• Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b)
• Flexible spending account options for medical and childcare expenses
• Robust free training access through LinkedIn Learning plus professional conference opportunities
• Tuition assistance
• Expansive employee discount program including athletic tickets
• Free access to UT Austin's libraries and museums with staff ID card
• Free rides on all UT Shuttle and Austin CapMetro buses with staff ID card
• For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards

Must be authorized to work in the United States on a full-time basis for any employer without sponsorship.

Purpose

This position will be a member of a team that provides administrative support to the Human Resources staff. The primary responsibilities will be to provide clerical, receptionist, and project-based work for the Occupational Health and the HR Office Manager. This position is for 32 hours per week.

Responsibilities

• Maintain a confidential office environment while providing reception services for the Occupational Health Program lobby. Diplomatically triaging stressful situations to direct clients to appropriate resources while using initiative and judgment to manage competing priorities.
• While exercising initiative and judgment, routine administrative duties will include composing correspondence, processing documents involving sensitive timelines, data entry to confidential databases, calendaring, and conference room oversight. Actively participate in staff meetings.
• Makes supply orders which may include medical supplies, vaccines, and office supplies. Work with vendors to set up Purchase Orders and Contracts as needed and pay invoices for those services once rendered.
• Communicates and collaborates on ad-hoc projects and initiatives, as assigned.
• Assists unit staff to update HR website information, as requested.
• Provide backup coverage for the Employee Assistance Program.
• Supports the HR Office Manager with multiple administrative tasks for assigned HR units.
• Run reports from the electronic medical record (EMR) system to bill departments quarterly.
• Supports HR operations through management, tracking and compliance of the University record retention and financial policies related to documents within Human Resources. (5%) Other related functions as assigned.

Required Qualifications

Bachelor's degree and one year of experience at the Administrative Assistant level, or high school graduation or GED, and five years of clerical experience, including one year of experience at the Administrative Assistant level. One year of full-time equivalent applicable experience may be substituted for each thirty semester hours of college credit earned, or vice versa however, a minimum of one year of applicable experience is required.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor's Degree. Direct experience as the in-person, first point of contact, with internal and external customers. Ability to communicate effectively in person, on the phone, and in writing. Working knowledge at the intermediate-level with the PC versions of Microsoft Office Suite, specifically Outlook, Excel, Word, and PowerPoint. Previous experience working in a health setting as a receptionist receiving customers, clients, or patients. Previous experience using an electronic medical record. Previous experience using Workday personnel program. Competencies preferred to succeed in this position are customer focus, organizational skills including managing competing priorities, problem solving, ability to take action, interpersonal and communication skills, integrity, and ethical behavior.

Driving Required

This job requires a class "C" operator's driver's license. The applicant selected must provide a current three year driving record from the current state of residence. If not currently a Texas resident, a Texas driver's license must be obtained within 30 days of becoming a Texas resident. Employees who are required to have a CDL are subject to drug and alcohol testing (pre-employment, post-accident, reasonable suspicion, random, return-to-duty, and follow-up drug and alcohol testing).

Salary Range

$36,000

Working Conditions

• May work around standard office conditions. Repetitive use of a keyboard at a workstation.

Work Shift

• (32 hours a week) with some occasional work outside of these hours for clinic programs: Monday-Friday 9 am - 4:15/4:30 pm

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

Importantfor 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 thatALLRequired Materials have been uploaded. Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers:As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

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.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university's company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English) [PDF]
• E-Verify Poster (Spanish) [PDF]
• Right To Work Poster (English) [PDF]
• Right To Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.