Administrative Associate - Clements Center

Job Posting Title:

Administrative Associate - Clements Center

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Hiring Department:

Clements Center for National Security

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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

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Location:

AUSTIN, TX

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Job Details:

General Notes

The Clements Center for National Security, a rapidly growing unity within The University of Texas at Austin, is seeking a detail-oriented Administrative Associate to help support its expanding operations.. For more information on The Clements Center, please visit: www.clementscenter.org

Your skills will make a difference.

You’ll be working for a university that is internationally recognized for our academic programs and research. Your work will contribute to operational excellence and enhance the student experience. If you’re the type of person that wants to know your work has meaning and impact, you’ll like working in our department and for UT Austin. 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 U.S. on a full-time basis for any employer without sponsorship.

Purpose

This position provides front desk, accounting, and general administrative support for the Clements Center for National Security, serving as a key point of contact and ensuring smooth day-to-day office operations.

Responsibilities

Accounting Support

• Assist with processing invoices, vouchers, deposits, reimbursements (including travel), purchases, and other accounting transactions.
• Assist with contracts setup, including communicating with requestors about needed information and timelines, and organizing materials needed to develop contract.
• Reconcile departmental accounts and resolve routine discrepancies.
• Review financial documents for completeness, accuracy, and compliance with university policies.
• Maintain financial records and supporting documentation.
• Support month-end and fiscal year-end closing activities, including expense reporting.

Front Desk and Communication Management

• Lead front desk operations, staffing the desk directly or scheduling and coordinating student workers to ensure consistent coverage during office hours.
• Provide customer service to faculty, staff, students, and guests.
• Handle incoming and outgoing communications, including emails, phone calls, and walk-in visitors.
• Prepare routine, well-written correspondence for distribution, including correspondence for the Center’s administrative team.
• Maintain accurate and professional correspondence logs, files, databases, and other tracking systems.
• Serve as liaison between leadership, staff, and campus partners.

General Administrative Support

• Provide logistical support for a wide range of department activities, such as organizing recruitment materials and scheduling meetings and interviews.
• Maintain department office supplies and inventory, including the order and receipt of office materials.
• Oversee general office functioning, including coordinating maintenance of shared spaces and submitting maintenance requests as needed.
• Coordinate travel arrangements for staff and visitors, including booking, maintaining records, and processing related approvals.

Required Qualifications

• Requires a High School Diploma/GED with a minimum of five years of Clerical experience or a Bachelor's Degree with at least one year of experience at the Administrative Assistant level.
• Demonstrated experience supporting complex programs, projects, or initiatives.
• Excellent communication, collaboration, organizational, and problem-solving skills.
• Demonstrated proficiency in programs such as DocuSign, Adobe, and Microsoft Office (in particular, Excel).

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Experience supporting faculty and staff in higher education-related fields.
• Previous experience with the University of Texas at Austin’s business applications (i.e., Define, FRMS, UT Market).

Salary Range

$50,000 + depending on qualifications

Working Conditions

• May work around standard office conditions.
• Repetitive use of a keyboard at a workstation.
• Position is based in Austin, TX and not eligible for remote work.
• Lifting and moving.

Required Materials

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

Important for 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 that ALL Required 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 questions presented 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 and 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.