Senior Administrative Associate

Remote (United States)

Job Posting Title:

Senior Administrative Associate, Data to Insights Initiative

----

Hiring Department:

Office of the Executive Vice President and Provost

----

Position Open To:

All Applicants

----

Weekly Scheduled Hours:

40

----

FLSA Status:

Non-Exempt

----

Earliest Start Date:

Jul 19, 2022

----

Position Duration:

Expected to Continue Until Dec 31, 2025

----

Location:

UT MAIN CAMPUS

----

Job Details:

General Notes

The Data to Insights (D2I) Initiative at UT Austin is an investment to build a trusted, integrated, and scalable information infrastructure that transforms complex UT data into valued insights for data-informed decisions.

As a team member in the Data to Insights (D2I) Initiative, you will work with a cross-campus team using the latest cloud technologies to build a next-generation data ecosystem that will improve decision-making and advance the university’s mission. We believe the best ideas arise from collaborative work among colleagues from varied backgrounds and experiences. We actively seek diversity of viewpoint and perception in our student, faculty, and staff recruiting and retention practices. If you’re the type of person who loves to learn and wants to know your work has meaning, you may find your career home at UT Austin. Please note that this position is currently funded through December 31, 2025.

The University of Texas at Austin provides an outstanding benefits package to staff, including: 


  • Competitive health benefits (Employee premiums covered at 100%; family premiums at 50%) 
  • Vision, dental, life, and disability insurance options 
  • Paid vacation, sick leave, and holidays 
  • Teachers Retirement System of Texas (a defined benefit retirement plan) 
  • 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 
  • Training and conference opportunities 
  • Tuition assistance 
  • Athletic ticket discounts 
  • Access to UT Austin's libraries and museums 
  • Free rides on all UT Shuttle and Capital Metro 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

This position requires you to maintain internet service and a mobile phone with voice and data plans to be used when required for work.

This position provides life/work balance with typically a 40-hour work week and travel generally limited to training (e.g., conferences/courses).

Purpose

The Senior Admin Associate for Data to Insights supports the overall administration and operations of the initiative, including coordinating logistical, financial, and human resource activities. This role manages several key aspects of operations, supports multiple staff, and contributes to a positive and growth-oriented team through building trust-worthy relationships.

Responsibilities

Administrative Support and Calendar Management


  • Provide administrative support to the Data to Insights leadership team, including 5 Directors and the Chief Strategist to the President
  • Manage calendars for some of the leadership team in coordination with the other D2I Administrative Associate
  • Assist with distribution of unit communications and information
  • Monitor the unit’s generic email account
  • Plan and support virtual and in-person meetings and workshops (3-4x/year) to include catering, venues, contracted vendors, etc. Be onsite for duration of each event including setup, cleanup and breakdown

Finance and Purchasing Support


  • Prepare, draft, and review agreements including business contract review checklists, staff augmentation and training contracts, catering contracts, software agreements, payee information forms, service agreements, etc.
  • Support the other D2I Sr. Administrative Associate in paying invoices, reconciling payment accounts, and processing purchase requests as needed

HR Support


  • Assist with promotion of posted positions
  • Support other HR Processes as needed

Project Specific Support


  • Manage the day-to-day operation and updating of the University Insights service
  • Assist with updates to the website as needed
  • Support the D2I Liaison to CSUs in their work with the D2I Academy and related training needs

Other Duties


  • Take initiative and work both independently and as a team member responsible for a large volume of business processes, policies and procedures, and apply best judgement
  • Communicate effectively with D2I colleagues, outside organizations, speakers, vendors, etc; Represent D2I in a positive and professional manner
  • Responsible for a variety of other duties as needed from D2I leadership.

Required Qualifications

Bachelor's degree and at least 2 years of experience with advanced administrative functions or High School graduation or GED and 4 years of administrative experience or equivalent combination of relevant education and experience may be substituted as appropriate. Prior experience with financial and/or purchasing systems. Experience tracking expenses, keeping organized records and planning events. Calendar management experience, High level of proficiency with Microsoft Office programs: Excel, PowerPoint, Word, Outlook, Teams, etc. Demonstrated proficiency in learning new technology tools. Highly detail-oriented with outstanding organizational and time-management skills. A self-starter - ability to work efficiently and flexibly in a fast-paced environment with minimal guidance. Professional demeanor - excellent oral and written communication skills with proven ability to effectively communicate with all levels of management and respond to faculty and staff tactfully, clearly and concisely. Demonstrated problem-solving and critical thinking skills. Ability to address individuals and information with a high degree of sensitivity and confidentiality in various delicate, formal or urgent situations.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor’s degree and at least five years of experience with advanced administrative functions. Three years of experience in higher education. Experience providing financial and human resources support at UT Austin; working knowledge of UT's policies, procedures, and systems. Experience working in field of data management or analysis. Capacity for analyzing situations and identifying strategies that forward program and institutional goals. Prior project management experience or experience overseeing sophisticated projects or programs from beginning to end. 

Salary Range

$48,000+ depending on qualifications

Working Conditions


  • May work around standard office conditions
  • Repetitive use of a keyboard at a workstation
  • Use of manual dexterity

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.

----

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.

----

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.

----

Background Checks:

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

----

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.

----

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.

----

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.

----

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:


----

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 2021 report here or obtain a copy at University Compliance Services, 1616 Guadalupe, Suite UTA 2.206, Austin, TX 78701.

Subscribe to Job Alerts