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 Department of Psychology is looking for a motivated and energetic professional to join our Business Services team.  This position will provide accounting and payment services to support the department’s faculty, research staff, and students.

This is a two-year fixed-term position.

Purpose

The Department of Psychology is looking for a motivated and energetic professional to join our Business Services team.  This position will provide accounting and payment services to support the department’s faculty, research staff, and students.

This role supports the department’s business operations by processing accounting transactions, coordinating payment-related administrative tasks, maintaining accurate documentation, and providing responsive service to faculty, research staff, students, and university partners.

Responsibilities

• Review and process invoices, vouchers, reimbursements, and other accounting transactions ensuring accuracy, completeness, and compliance with university policies and procedures.
• Coordinate cash advance requests and reconciliations for research participant payments, ensuring timely processing and complete supporting documentation.
• Process tuition and fellowship payments for Psychology graduate students, including reviewing payment information and following up on incomplete documentation or approvals.
• Maintain accurate and organized financial records and supporting documentation to ensure transactions can be reviewed, reconciled, and retrieved as needed.
• Support month-end and fiscal year-end closing activities, including gathering documentation and resolving outstanding transaction issues.
• Provide timely and professional customer service to faculty, staff, students, and university business offices regarding accounting and payment processes
• Perform other accounting and administrative duties as assigned.

Required Qualifications

• Bachelor’s degree and one year of experience performing complex administrative functions, or high school diploma/GED and five years of clerical or administrative experience.
• Excellent attention to detail and accuracy.
• Strong organizational, written communication, and verbal communication skills.
• Demonstrated ability to prioritize multiple assignments and meet deadlines in a fast-paced environment.
• Proficiency with Microsoft Office application, particularly Adobe Acrobat, Excel, Outlook, and Word.
• Experience maintaining confidential and sensitive information.
• Ability to interpret and apply policies and procedures.
• Experience providing professional customer service.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Experience with UT Austin financial systems and processes, including DEFINE and FRMS.
• Experience using Smartsheet or similar project/work management tools. Experience processing voucher documents such as VP1, VP2, VPE, participant payments, and fellowships.
• Ability to learn new systems, processes, and technologies quickly.
• Strong work ethic with a commitment to accuracy, accountability, and integrity.
• Ability to adapt to changing priorities, departmental needs and university procedures.

Salary Range

$45,000 + 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.

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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 anequal 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 originaldocuments 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 inHOP-3031.

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