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Job Posting Title:
HET Administrative Associate----
Hiring Department:
McDonald Observatory----
Position Open To:
All Applicants----
Weekly Scheduled Hours:
40----
FLSA Status:
Non-Exempt----
Earliest Start Date:
Immediately----
Position Duration:
Expected to Continue----
Location:
MCDONALD OBSERVATORY----
Job Details:
General NotesThis position is at McDonald Observatory, 16 miles from Ft. Davis, Texas (440 miles west of the UT Austin campus). Occasional travel may be required, as well as working outside working hours supporting meetings or events.
PurposeTo support the Hobby-Eberly Telescope (HET) group in performing various administrative functions and to serve as the secretary for the HET Board consisting of representatives from UT, Penn State, Munich, and Goettingen.
ResponsibilitiesHET Board of Directors. Serves as the secretary to the HET Board of Directors. Facilitates all HET teleconference calls and distributes written communications to the HET Board. Transcribes and publishes minutes and action items from the HET Board bi-annual meetings. Checks reports and written materials for accuracy and proofreads outgoing correspondence. Plan and coordinate the logistics of the bi-annual meetings, including travel to meetings away from the observatory. Works closely with the staff at the partner institutions, including assisting in the set-up and breakdown of meetings.
Procurement and Inventory. Prepares purchase orders in accordance with university policies and procedures and in coordination with the Austin Business Office. Obtains quotes prepare electronic documents and maintains records. Posts to and maintains the purchasing database. Responsible for shipping and receiving packages, maintaining packing slips and receiving forms, and forwarding non-credit card invoices to Mt. Locke and Austin Business Office for payment processing. Maintains and issues inventory tags and conducts the annual HET inventory. Works closely with the Austin Business Office on larger purchases and inventory matters.
General Administration. Drafts correspondence, assists with placement of classified ads, prepares schedules and arrangements for prospective employee visits, and confirms the accuracy of work. Maintains HET files and manages documentation in accordance with records retention. Sends emails, scans, and copies documents as needed. Maintains office and some consumable supplies for the HET. Assists with other administrative tasks as assigned in the absence of other team members. Performs other related job-related duties as assigned to meet business needs.
Budget and Accounting. Assist the facility manager in managing and tracking expenses. Work closely with the Austin Business Office for proper accounting processes to ensure compliance with UT policies and procedures.
Travel Coordinator. Makes travel arrangements for employees and prospective employees for HET Operations. Prepares necessary travel authorizations. Prepares reimbursement vouchers in accordance with university travel policies in a timely, courteous, and professional manner. Works closely with the travel team in the Austin Business Office.
High school graduation or GED and at least five years of clerical experience or at least one year of experience at the Administrative Assistant level with a bachelor's degree.
Experience with Microsoft Office suite, including an intermediate skill level in Excel and Word.
Strong interpersonal and problem-solving skills.
Demonstrable organization and planning skills.
Accuracy and attention to detail in work product.
Excellent oral and written communication skills, with strong writing and proofreading skills.
Ability to work independently and as part of a team.
Service excellence, including interacting and maintaining productive working relationships with staff, visitors, and residents and maintaining a positive and professional demeanor.
Ability to assess workload and prioritize tasks while demonstrating attention to detail and accuracy to successfully meet deadlines and manage concurrent projects in multiple areas.
Critical thinking skills, including the ability to learn quickly and be flexible.
Experience taking ownership of projects and seeing them through to successful completion.
Ability to undertake and complete tasks with minimal supervision and exhibit individual initiative in meeting the functions of the position.
Relevant education and experience may be substituted as appropriate.
Experience in a procurement-related field or office management.
Experience planning, budgeting, and executing small to mid-sized events, including vendor coordination.
Advanced skills in the use of Microsoft Office applications.
Knowledge of the UT policies and procedures.
Experience using UT mainframe, Workday, and other UT applications.
This job requires a class "C" operator's driver's license. The applicant selected must provide a current three-year driving record from the current state of residence. If not currently a Texas resident, a Texas driver's license must be obtained within 30 days of becoming a Texas resident.
Salary Range$42,000 + depending on qualifications and experience.
Working ConditionsWork at a computer and in standard office conditions with repetitive keyboard use at a workstation.
Use of manual dexterity.
Climbing of stairs.
Occasional heavy lifting and moving 10+ lbs.
Occasional travel and work are required outside work hours for supporting meetings and/or events.
May work in all weather conditions, including cold and dark conditions.
McDonald Observatory is located at approx. 6900 ft. above sea level. Environmental conditions can be unpredictable; temperatures range from -10F to +95F.
Inclement winter weather can be expected, requiring comfortable driving on mountain grades in various wintry weather conditions.
Generally, M-F, 8 am - 5 pm
Occasional after-hours and weekends as needed and for special events.
Occasional travel out-of-state and international to support the HET Board Meetings.
Letter of interest
Resume/CV
Three work references with their contact information; at least one reference should be from a supervisor
Importantfor applicants who are NOT current university employees or contingent workers:You will be prompted to submit your resume the first time you apply, and 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 to the Application Questions section; you can multi-select additional files. Before submitting your online job application, ensure thatALLRequired 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 included in 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.) 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.----
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.
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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, 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 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:
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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 .
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.