Job Information
UNIVERSITY OF TEXAS AT AUSTIN Administrative Associate in Austin, Texas
Purchasing, Payments, and Reimbursements: Serve as the departments primary contact for purchasing, reimbursement, and payment requests or inquiries from faculty, students, staff, and guests. Responsibilities include reviewing requests and obtaining necessary approvals, working with the Centralized Business Services (CBS) team to create and process vouchers, coordinating with vendors, managing ProCard reconciliation, assisting the Department Manager in maintaining accurate budgets and documentation, ensuring adherence to relevant policies, and performing other related tasks.Main Office Support: Serve as the primary point of contact for visitors. Greet visitors, handle requests from faculty and students, and answer the department's main phone line, directing calls as necessary. Responsible for the opening and closing of main offices and shared departmental spaces. Assist with maintaining departmental calendars and scheduling activities. Manage the schedules of student employees in the department, ensuring there is sufficient office coverage each semester. Oversee the departmental equipment inventory database and manage its annual review. Maintain inventory of office and break room supplies. Process supply orders via UT Market and Amazon Business, and track orders as necessary. Check and distribute the mail and manage deliveries to the department. Provide basic IT support to faculty and staff in the department, collaborating with LAITS/UT ITS for issues requiring advanced troubleshooting. Submit maintenance orders for the department and coordinate with Facilities to address any problems.Travel Coordination: Manage department travel reservations, payments, and reimbursements for faculty, staff, and guests. Responsibilities include initiating travel authorizations, coordinating arrangements with hotels and other travel vendors, processing reimbursements and purchase orders, ensuring policy compliance, and performing related duties.Event Assistance: Support staff and faculty with financial or travel-related tasks for departmental events and meetings (e.g., orientations, lectures, receptions, conferences, and faculty meetings). Responsibilities include assisting the event lead with travel arrangements, purchasing supplies, catering orders and other entertainment-related purchasing, processing payments, and helping with setup, cleanup, and other tasks for all events and meetings.Assist Department Chair and senior staff with annual grant reporting, special projects, and other assignments as needed. Attend relevant university or college training sessions, update all related internal documentation, and disseminate information to the appropriate constituents. Other related duties as assigned.Other related duties as assigned.