Overview

Job Location:
UT MAIN CAMPUS

Job Posting Title:

Senior Administrative Associate, Department of Electrical and Computer Engineering, Cockrell School of Engineering

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Hiring Department:

Department of Electrical and Computer Engineering

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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:

Dec 01, 2022

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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

As a top-10 engineering school with the No. 1 program in Texas, the Cockrell School of Engineering at The University of Texas at Austin has been a global leader in technology innovation and engineering education for over a century. With 11 undergraduate and 13 graduate programs, over 20 research centers and a faculty community that boasts one of the highest number of National Academy of Engineering members among U.S. universities, Texas Engineering has launched some of the nation’s most accomplished leaders and pioneered world-changing solutions in virtually every industry, from space exploration to energy to health care. Situated in the heart of Austin — named “America’s Coolest City” by Expedia and “The Best Place to Live in the U.S.” by U.S. News and World Report — the Cockrell School embodies the city’s innovative spirit. Major companies with Austin campuses, such as Dell, National Instruments, Apple, IBM, Samsung, Google and many others, continue to recruit Cockrell School students at a remarkable rate, launching thousands of successful careers and developing Texas Engineers into industry leaders.

The Cockrell School is committed to building an inclusive environment, free from all forms of hate, racism and injustice, where students, faculty and staff feel safe and supported.  We are proud to be an Equal Opportunity Employer and welcome all qualified applicants regardless of race, ethnicity, physical ability, sexual orientation, gender and gender expression, or socioeconomic background.

The iMAGiNE consortium provides tools, methodologies, and knowledge for engineering the machines that support intelligent applications, from the smallest circuits to the largest systems. Machine learning, reasoning, and understanding from cloud to edge.

iMAGiNE brings together faculty experts and researchers working on cutting-edge technology from devices and circuits, to hardware accelerators and the software systems running on them, while advancing the development of intelligent systems for rich data collection, machine learning, and smart sensing/actuation.

Responsibilities

  • Coordinate all activities of the iMAGiNE consortium, including but not limited to, maintaining records related to corporate membership, organizing and overseeing the annual member event and open session, sending notifications and reminders to corporate members and researchers about important events and deadlines.

  • Liaison between iMAGiNE and the ECE Department for managing and submitting monthly financial transaction information to post-award research administrative manager for iMAGiNE.

  • Manage work authorizations for research staff and official visitors, including H-1B, Permanent Resident and J-1 authorizations. Collaborate with Texas Global for federal submissions to the USCIS for individual cases and process related fee payments.

  • Liaison between supported faculty and the ECE Department for managing and submitting data to ECE HR Coordinator for all students, Visiting Scholars, Postdocs and Researchers, which includes onboarding, processing tuition reduction benefits (TRB) and managing timesheets.

  • Liaison between supported faculty and the ECE Department for managing and submitting monthly financial transaction information to post-award research administrative manager for all grants of supported faculty.

  • Provide full financial administrative support for the supported faculty as directed, as well as their research students. Support includes accounts payable (entertainment, travel, contractors, etc.), procurement support for the faculty and the research students, reconciliation, general account maintenance, financial planning, and required reporting for all accounts.

  • Maintain records and manage seating information for all students, Visiting Scholars, Postdocs and Researchers of supported faculty. Provide timely reports of these records to the HR coordinator.

  • Attend training opportunities, on campus, off-campus, and virtually to stay current with changing University policies, Federal policies, and other policies as mandated by grant sponsors/donors.

  • Other duties as assigned to support the overall initiatives and goals of supported faculty as directed.

Required Qualifications

  • Bachelor’s degree and three years of relevant higher education administrative experience.

  • Experience with Mainframe (DEFINE)

  • Demonstrated ability to multitask, work under pressure, meet deadlines, and work well as a team member.

  • Solid knowledge of office productivity tools (Microsoft Office)

  • Excellent written and oral communication skills.

  • Demonstrated ability to work with accuracy and attention to detail and follow instructions without close supervision.

Equivalent combination of relevant education and experience may be substituted as appropriate.

Preferred Qualifications

  • Experience in administrative support functions in a large unit in a faculty-facing position.

  • Working knowledge experience in research administration

  • Goal-driven, self-directed and creative with excellent problem-solving, interpersonal, verbal and written skills.

  • Professional demeanor.

  • Regular and punctual attendance.

  • Experience with Workday.

Salary Range

$52,000+ depending on qualifications

Working Conditions

  • May work around standard office conditions

  • Repetitive use of a keyboard at a workstation

Work Shift

  • Flexible work arrangements and flex hours available depending on business needs.

  • Regular business hours from 8 am – 5 pm

Required Materials

  • Resume/CV

  • 3 work references with their contact information; at least one reference should be from a supervisor

  • Letter 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.

https://https://imagine.utexas.edu/

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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:

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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.