Senior Administrative Associate, Center for Health Communication
Location: Austin, TX
The Center for Health Communication (CHC) at the University of Texas at Austin is seeking applicants to fill a Senior Administrative Associate position, beginning immediately.
Purpose
To maintain fiscal solvency of all accounts for a joint academic center. Processes a range of financial and human resources documents. Interfaces with grants administrators for grant management. Communicates fiscal policies to department, produces financial reports, and maintains all accounting records.
Description of Duties
Fiscal: Make long-term and short-term fiscal projections, working with Center Director and Assistant Director to determine annual budget allocations. Prepare and distributes regular, clear, and accurate financial reports on selected accounts as needed using DEFINE and Excel. Fiscal: Prepare, document, and reconcile payroll. Pro-card reconciliation. Coordinate and implement purchase requisitions. Coordinate travel planning and reimbursements and ensure compliance Fiscal: Serve as mainframe contact for DEFINE, the electronic office management system, and TXSHOP Interact with students, faculty, and staff within multiple units, departments, and colleges regarding fiscal matters.
Grants and Contracts: Process business contracts and agreements through the Dean's Office and Business Contract Department. Collaborate with pre- and post-award staff to support Center contracts, grants, and gifts. Track and project expenditures on grants to ensure budgetary consistency. Review effort certification. Personnel: Gather appropriate appointment documentation and information for Center employees and affiliated faculty and staff as appropriate. Verify time and effort worked by employees. Process tuition benefit reduction and scholarship documents. Personnel: Coordinate with administrative staff in faculty's respective departments as required Facilitate full and part-time employee hiring and on-boarding.
Administrative Support: Work alongside Administrative Associate to support operations of the center, including supporting meetings and events, answering and screening phone calls, and maintaining supplies and inventory. Facilities and Asset Management: Track and maintain asset records for the Center and support Center facilities planning and maintenance through coordination with Dean's Office staff. Supervises student assistant.
Required Qualifications
Bachelor's degree and three years of clerical experience, including one year of experience at the Administrative Associate level, or high school graduation or GED, and seven years of clerical experience, including one year at the Administrative Associate level. Demonstrated ability to maintain fiscal management of an office or department. Experience maintaining budgets. Experience with and knowledge of UT policies, procedures and systems. Experience using the DEFINE and other UT systems. Strong interpersonal skills. Strong problem-solving skills. Ability to communicate well in person and in writing. Ability to work independently and as part of a team. Equivalent combination of relevant education and experience may be substituted as appropriate.
Preferred Qualifications
Education/Experience beyond the required, advanced knowledge of Microsoft Office Suite, experience with UT Mainframe and web functions. Experience coordinating events and processing travel vouchers including travel for special guests/staff. Experience working effectively within UT's administrative infrastructure. Experience with business support functions in a university academic department or executive office. Experience processing travel documents.
Center for Health Communication: https://moody.utexas.edu/centers/health-communication
Moody College of Communication: http://moody.utexas.edu/
Dell Medical School: https://dellmed.utexas.edu/
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The Moody College of Communication is committed to achieving diversity in its faculty, students, and curriculum, and it welcomes applicants who can help achieve these objectives. The University of Texas at Austin is a tobacco-free campus; for more information visit http://www.utexas.edu/tobaccofree/.
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.