Administrative Associate- College of Education, Health and Human Sciences
Administrative Associate II
Department of Child and Family Studies
Regular, Full-time - Non-exempt; Market Range - 04
This position performs duties at the professional level and carries out responsibilities in some or all of the following functional areas: recruiting, interviewing, on-boarding, new-hire orientations, employee relations, performance management, training and development. This position serves as the department team lead for compliance and financial support for externally funded grants and projects and is a primary resource for guidance and direction for department. This position is the primary department contact for faculty members' pre-award sponsored projects, responsible for assisting in proposal submission, budget preparation and review, reviewing and interpreting program guidelines, and communicating with sponsors and the Office of Research. This position also supports financial operations, marketing, and other administrative functions.
Duties and Responsibilities:
Human Resources-Prepare and process various HR actions, payroll, and maintain departmental records; Prepare paperwork for new hires (student assistants, graduate teaching assistants, staff, lecturers, faculty) including remote and in-person I-9s; Monitor payroll-monthly, biweekly, and additional pay review and entry, recurring payment, terminations, promotions; prepare and process personnel changes for faculty, staff, and students in IRIS; paperwork for international faculty, students, and visiting scholars including H-1B, Permanent Residency, and J-1; maintain personnel records for the department; Coordinate with Records Management on storage and destruction of departmental and confidential records; Coordinate administrative aspects of position searches including faculty (tenure-track/non-tenure-track) and staff (exempt and non-exempt).
Finances - Manage, monitor and execute financial transactions in IRIS; Maintain budget for operating expenses, restricted accounts, and scholarships; Review documents in IRIS before approval from the director; Manage monthly ledgers and track monetary expenditure; Manage, verify, and enter departmental procurement cards; Prepare and enter university honorariums and dual service agreements; Manage undergraduate and graduate scholarships and processing with the Business Manager's approval, as well as collaborate on financial aid and fee waivers for graduate assistants; Monitor and ensure departmental compliance with UT fiscal policies and procedures. Serves as IRIS reviewer.
Compliance - Provide guidance and direction to Principal Investigators (PIs), faculty, and staff on uniform guidance, fiscal policy, and agency agreements; Monitor budgets and expenditures regularly to be proactive in finding and resolving issues in a timely manner; Pre-award act as liaison between Sponsored Projects Accounting (SPA), the Office of Sponsored Projects (OSP), the CEHHS Office of External funding and the principal investigators, manage the space/equipment inventory, keep updated records of supplies, and records management.
Media/Marketing - Provide website updates, digital signage, and video production; Plan specific, timely marketing for different events, courses, trainings, etc.; Promote and manage the full range of social media outlets for recruitment; Create and maintain media contact list; Liaise with individuals and media outlets to build and develop relationships with key media partners internally and externally; Maintain the CFS digital monitor, update the CFS website, produce interview videos, and manage other opportunities for targeting and recruitment of a diverse student population; Demonstrate creativity and documented immersion in social media; Utilize engagement and promotion strategy within university branding standards; Evaluate and report on the reach and impact of media activities through regular monitoring and data spreadsheets and alter strategies as needed; Coordination and training of faculty and grad students around the development and maintenance of their google sites and lab sites, and take pictures/headshots on an as needed basis.
Administrative - Initiate and manage special projects, construction, and Facility Services requests; Supervise federal work study students, hourly student assistants; Oversee administrative Graduate Teaching Assistants; Ensure proper staff coverage for the main office; Coordinate official communication among departmental staff regarding office policies and procedures; Create and implement emergency office plans; Receive and distribute departmental mail and confidential correspondence; Maintain and order office supplies and technology requests; Onboard new faculty, lecturers, staff, and student assistants; Maintain scheduling calendar for conference rooms.
Required: Bachelor's Degree in HR, Business Admin., or related field, 2-3 years of experience as an HR coordinator, 1 year working within a college/university setting, knowledge of research administration issues including financial management and the ability to interpret and communicate federal, state and local laws and regulations relevant research administration, excellent record-keeping skills, knowledge of HR functions and best practices, ability to communicate effectively, including active listening skills, remarkable organizational and conflict management skills.
Preferred: Master's Degree in HR, Business Admin., or related field. 4-5 years of experience in a higher education setting, HR Generalist, financial work history at a comprehensive research university, post-award management of grants and contracts, and skills to utilize university systems such as Banner, ARGOS/SAP/IRIS/ASTRA, Cayuse knowledge of Uniform Guidance; knowledge of UT policies and procedures.
APPOINTMENT TERMS
This is a full-time position in the Department of Child and Family Studies. Scheduled work hours, 8:00 am - 5:00 pm. The University offers a competitive salary, outstanding benefits including employee and dependent tuition waivers, and a highly desirable work environment. Salary will be commensurate with the successful candidate's background and expertise.$35k-44k yearly est.8d ago
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Duties/Responsibilities
This position is responsible for processing, coding and cutting keys for campus access and must be knowledgeable of keying system technology and possess knowledge of and keep current on Life Safety Codes, Fire Regulations regarding access controls, Occupational Safety and Health Administration (OSHA) regulations and Uniform Building Codes in relation to door hardware, access and secure key systems. The position incumbent processes campus requests for secure access and is responsible for dispatching Locksmiths on access services request therefore must be skilled in operating access control systems and be able to determine appropriate service request response.
Specific Duties to include:
* Responsible for performing complex administrative and clerical duties for departmental operations. These services include Key Request and Key distribution, computer and data entry, dispatch and customer service duties as follows:
* Key Request-Process and cuts keys and stamps with identification. Also issues and maintains records of keys issued and returned. Maintains key access records database and building lock changes for campus security purposes.
* Computer and Data entry - Enters new records and updates key module management database and enters all Archibus Work Service Request received from campus departments related to access. Updates work services requests and maintains service and repair records.
* Customer Service - Provides front office support for walk-in service requests. Responds to customer emails and phone calls assisting customers with their service requests or key inquiries. Follows through to ensure timely completion.
* Dispatch - Dispatches Locksmiths for routine and emergency calls for repairs and services. Creates weekly and weekend call-back work schedules and distributes schedules to Locksmiths and One-Call.
* Other - Performs payroll time entry functions. Assist Locksmiths with special projects as needed. Purchase and inventories all office supplies. Keeps current on Life Safety Codes, Fire regulations regarding access controls, Occupational Safety and Health Administration (OSHA) regulations and Uniform Building Codes in relation to door hardware, access and secure key systems by attending training classes, workshops or conferences.
Minimum/Required Qualifications
* High school diploma, or some college and specialized education, and two-three years of office experience.
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