Job Posting Title:

Senior Administrative Associate - Business Services

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Hiring Department:

Enrollment Management

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Non-Exempt

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Earliest Start Date:

Aug 01, 2025

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

Our goal is to recruit and support staff and students with a wide range of backgrounds, ideas, and viewpoints. Must be eligible to work in the United States on a full-time basis for any employer.

Purpose

As a member of the Strategic Enrollment Management (SEM) Business Services team, this position provides highly responsible and responsive procurement, payment, and receivables support to units in the SEM portfolio.

ResponsibilitiesProcurement: Process procurement requests including highly specialized purchasing activities. As required, research vendors and secure bids. Create, review, and verify requisitions are complete and accurate. Ensure compliance with all unit, university, state and federal purchasing regulations. Prepare exception paperwork and route for approvals as required. Maintain records of contracts, purchase orders, and payments requiring annual/periodic renewal. Collaborate with unit business contacts to ensure timely renewals or terminations. Serve as primary monthly procard reconciler ensuring compliance with all policies. Make purchases via UTMarket as required. Hold Certified Texas Contract Developer or Certified Texas Contract Manager credentials.Travel: As assigned, prepare travel authorizations, cash advance requests, and/or support complex travel needs which may include collaborating with units, travel agencies, vendors and/or travel management.Payments: Process payment and reimbursement requests. Process travel reimbursement payments and work with staff travelers to ensure all appropriate documentation is received. Ensure compliance with all unit, college, university, state and federal regulations. Prepare high priority and complex payments/reimbursements. Reconcile cash advances and purchasing cards as needed. Research, evaluate and resolve issues that may emerge.Receivables: As assigned, prepare/issue invoices or bills in the centralized receivables module and process cash deposits. Track payments and prepare aging reports for leadership. Follow up with payors and unit contacts as needed.General: Regularly monitor work queue and update requests in work request systems (e.g., ticketing). Maintain service level expectations including ensuring requests are processed in a timely and accurate manner with minimal errors and providing consistent, timely, and reliable communication with requestors via work request systems. Maintain complete and accurate records. Manage records and convenience copies according to record retention guidelines. Identify and recommend process, procedure and system improvements. As assigned, serve as backup/surge support SEM Business Services colleagues including outside scholarships.Other duties as assigned.

Required Qualifications

Bachelor’s degree and at least three years of clerical experience including experience in higher education administration. Must be organized, detail-oriented, and customer-focused. Demonstrated ability to manage overlapping projects. Proficiency with tools such as Define, FRMS modules, and Microsoft Office Suite. Strong communication and collaboration skills; ability to work across multiple departments and audiences. Ability to remain responsive in a fast-paced environment, and work independently.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

More than the required years of experience. Extensive knowledge of UT Austin organizational structure, enterprise systems, and financial aid processing workflows. The ideal candidates will have experience working with Strategic Enrollment Management units and proficiency with systems and software such as JIRA, Smartsheets, and DocuSign.

Salary Range

$52,000 - $57,000

Working ConditionsMay work around standard office conditionsRepetitive use of a keyboard at a workstation

Required MaterialsResume/CV3 work references with their contact information; at least one reference should be from a supervisorLetter 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:

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.

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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.

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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 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.

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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 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.

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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 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 most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.