Location: Austin, TX
Company: University Of Texas At Austin
searching for an experienced administrative professional to provide support in the areas of accounts payable, accounts receivable, procurement, financial and activity reporting, creation of departmental policies and procedures, programming, and customer service.
This position is expected to continue. Occasional local travel may be required (less than 5%). The university provides employees with 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. Additional information is available at hr. utexas. edu/prospective/benefits. Responsibilities
Process financial transactions, such as vendor payments and interdepartmental cost transfers. Submit required forms for vendor approval and payment for instructors and curriculum writers.
Provide support in the day-to-day tracking and processing contracts, purchase orders and invoicing for the department. Run monthly reports and track district invoicing and payments. Ensure accuracy and attention to detail in submissions and tracking processes. Work cooperatively with business, and personnel staff to explore and help develop new business opportunities by creating and strengthening internal and external business partners. Explore and join additional purchasing cooperatives as an established
vendor. Set up and utilize systems for tracking and maintain documents and ensure accuracy in document submissions and organization of document attachments.
Assist with end of fiscal year accounting procedures including closing out purchase orders and finalizing accounts. Perform monthly processing functions for travel and staff reimbursements. Perform daily reconciliation processes for department transactions. Tasks involve running and printing reports from various technology systems, including Skyward, DEFINE, Mishell, Heartland/My School Bucks and Global Transport. Assist with running reports to monitor accurate data entry aligned to state requirements for PEIMS and TSDS reporting.
Maintain organized records and detailed accounts. Assist with creating office procedures and processes that increase efficiency and function within UTHSD. Review and ensure compliance with UT policies and procedures, including review and approval of travel authorization requests and travel reimbursement requests. Process payments and perform duties within a timeline manner to anticipate needs and ensure completion by deadlines. Support program leaders with registration processes in a variety of areas, including professional development, school programs and district partner requests.
Cross train to support and understand multiple programs across the district. Perform other duties and tasks as assigned to support the UT High School District. Required Qualifications Bachelors degree and a minimum of three years of relevant administrative experience. Four additional years of administrative experience in a related field may substitute for bachelor's degree. Demonstrated experience with accounts payable and receivable processing procedures. Excellent technology skills including experience working with databases, Microsoft Office, Excel spreadsheets, registration systems, and Docu Sign.
Excellent oral and written communication skills. Ability to multi-task and prioritize to meet organizational goals. Ability to perform effectively in a fast-paced environment and meet deadlines. Strong organization skills and attention to detail. Ability to collaborate effectively with staff and communicate effectively with students, parents, partners, colleagues, and program leaders. Professional demeanor. Relevant education and experience may be substituted as appropriate. Preferred Qualifications Bachelors or advanced degree in a related field such as business administration, computer science, information systems, education or an advanced degree in a related field.
More than three years of relevant administrative experience. Knowledge of UT accounting policies and practices, including purchasing and vouchering rules, guidelines and procedures. Experience with UT mainframe DEFINE, FRMS, university account codes, Mishell or other university or K-12 financial systems. Advanced experience with MS Excel, Outlook and Word. Demonstrate more than three years of experience with a high volume of accounts payable and receivable processing. Demonstrated ability to quickly acquire new skills, integrate new processes, adapt to change and work cooperatively.
Strong analytical and problem-solving skills. Salary Range$47,000 + depending on qualifications Working Conditions Work is performed in an office setting May require occasional irregular and/or prolonged hours Repetitive use of keyboard at workstation. Required Materials Resume/CV 3 work references with their contact information; at least one reference should be from a supervisor Letter of interest Importantfor 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 ALLRequired 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 questionspresented 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 , 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, interaction, interactionual 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 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: [PDF] [PDF] [PDF] [PDF]----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. The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.
Administrative/Clerical jobs refer to roles that primarily involve office support tasks such as data entry, phone handling, scheduling, filing, and assisting executives. Those in administrative and clerical positions are the organizational backbone of an office and are responsible for the seamless flow of information. They require strong organizational skills, attention to detail, and the ability to handle multiple tasks simultaneously. These roles often require competency in computer software, customer service, and communication. The work is typically performed in an office environment, providing the foundational support that keeps the daily operations of a business running smoothly.
Administrative/Clerical jobs refer to roles that primarily involve office support tasks such as data entry, phone handling, scheduling, filing, and assisting executives. Those in administrative and clerical positions are the organizational backbone of an office and are responsible for the seamless flow of information. They require strong organizational skills, attention to detail, and the ability to handle multiple tasks simultaneously. These roles often require competency in computer software, customer service, and communication. The work is typically performed in an office environment, providing the foundational support that keeps the daily operations of a business running smoothly.
Administrative/Clerical jobs refer to roles that primarily involve office support tasks such as data entry, phone handling, scheduling, filing, and assisting executives. Those in administrative and clerical positions are the organizational backbone of an office and are responsible for the seamless flow of information. They require strong organizational skills, attention to detail, and the ability to handle multiple tasks simultaneously. These roles often require competency in computer software, customer service, and communication. The work is typically performed in an office environment, providing the foundational support that keeps the daily operations of a business running smoothly.
Administrative/Clerical jobs encompass a broad range of roles integral to the smooth operation of any organization. Employees in these positions perform tasks such as data entry, managing calendars, arranging meetings, handling correspondence, and providing general support to other staff members. Key characteristics of these jobs include strong organizational skills, proficiency in office technologies, and excellent communication abilities. These roles are fundamental in ensuring that the daily administrative duties of the workplace are conducted efficiently, and often serve as a backbone to the managerial and operational teams.
