Administrative Associate

Job Posting Title:

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Hiring Department:

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Position Open To:

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Weekly Scheduled Hours:

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FLSA Status:

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Earliest Start Date:

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Position Duration:

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Location:

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Job Details:

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 LinkedIn Learning, professional conference opportunities, an expansive employee discount program, including athletic tickets. Free access to UT Austin's libraries and museums with a staff ID card. Free rides on all UT Shuttle and Austin CapMetro buses with a staff ID card. For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards

This position is fixed term with an expected end date of August 31, 2027, with the opportunity for extension based on performance and funding.

Purpose

The Administrative Associate will serve as a key member of the IPSI Administrative team and report to the Finance Officer. This role supports the Administrative employment lifecycle for All In 2024 & All In 2025 directors, staff, and district employees through daily GEAR UP operations. The Administrative Associate will help foster a culture of exceptional customer service, timely and accurate support, exceptional attention to detail, teamwork, continuous learning, and professional growth, while serving as a trusted resource for IPSI.

Responsibilities

• Lead all administrative aspects of hiring on grants. Receive and organize applications, schedule virtual and in-person interviews with candidates, onboard new employees, monitor compliance training, and process annual employment letters.

• Arrange travel for employees and non-employees including flight, hotel, and rental car accommodations. Process and track reimbursements for business trips and training sessions for grant staff. Attend weekly travel management service meetings and inform IPSI team members about updates to travel rules and policies.

• Determine work priorities and schedules. Maintain calendars for multiple directors and schedule in-person and virtual meetings. Draft and edit correspondence, proposals, and reports. Respond to telephone and email inquiries, order supplies for the office and IPSI team/field workers, and ship materials.

• Lead event planning for multiple grant projects. Coordinate all logistics for events and staff trainings, including meeting space, hotel arrangements, food, AV, registration, and rooming lists. Register program staff for conferences.  

• Oversee purchasing lifecycle for projects. Create and track VP2 invoice payments, arrange working meals including creation of Official Occasion Expenses form (OOEF) and payment on VPE, solicit bids, and create and process purchase orders (POs) and requisitions. Review, process, and reconcile invoices from vendors. Initiate hotel contracts and oversee processing.

• Provide critical, daily administrative support to the IPSI Executive Director as well as IPSI Directors, Finance Officer, project managers, and 20+ GEAR UP Coordinators.

• In concert with Finance Officer monitor contracts and keep track of services and spend down. Ensure all expenditures are align with district approvals, contract statement of work, and annual awards by maintaining expenditure tracking sheets for vendor and district contracts.

• Other duties as assigned.

Required Qualifications

Diploma (High School) or GED and at least 5 years of clerical experience; or Bachelor’s degree and at least 1 year of experience at the Administrative Assistant level

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Experience currently or previously working at The University of Texas at Austin.

• Prior experience with GEAR UP and/or federal grants.

Salary Range

$55,000 + depending on qualifications

Working Conditions

• Typical office environment

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:

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Retirement Plan Eligibility:

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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.