Overview
Team Support Jobs in Pensacola, FL at Insurance Office of America
Job Posting Title:
Senior Administrative Associate
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Hiring Department:
College of Liberal Arts
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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:
Mar 20, 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
The African and African Diaspora Studies (AADS) department enrolls degree-seeking undergraduate majors and minors, doctoral students, and students seeking individual courses to enhance their UT educational experience. AADS faculty are frequent winners of prestigious teaching awards and research prizes, bringing unmatched enthusiasm and the latest techniques to the classroom. AADS is the degree-granting unit of the
Black Studies Collective
.
What benefits do I receive with UT? The university offers an impressive benefits package. For more details on benefits, please see:
https://hr.utexas.edu/prospective/benefits
and
https://hr.utexas.edu/current/services/my-total-rewards
.
For more information about the College of Liberal Arts, please visit:
https://liberalarts.utexas.edu/
.
Our college seeks to build a supportive, growth-minded community and cultivate outstanding and courageous leaders. For more information on the college staff leadership academy, please visit:
https://liberalarts.utexas.edu/resources-for-faculty-staff/staff-leadership-academy/
.
For more information on college staff professional development, please visit:
https://wikis.utexas.edu/display/larc/Staff+Professional+Development+Fund
.
Purpose
To assist the administrator of a sizable department with a large volume of highly complex decisions, and to supervise a large clerical staff in the operation of the department, exercising a high degree of initiative and judgment. Responsible for many complex office decisions in a sizable department, and for supplying financial and other factual information from a variety of sources. Examines and answers correspondence.
Responsibilities
Financial support. Assist in the administration of financial and other information from a variety of sources. Examines and answers correspondence regarding financial information via the BSC finance email. Prepares the preparation of charts, graphs, and administrative, fiscal, personnel, and/or statistical reports. Interviews and trains new personnel. Performs related duties as required. May counsel the administrative officer on departmental matters.
Accounting & Processing. Prepare accounting documents in DEFINE and Point Plus for processing by COLA’s CBS, including travel, purchasing, reimbursement, payroll, and payment documents. Process appointment documents. Review and approve financial documents routed from staff. Work with faculty to manage conference and other budgets, funding sources, honoraria, expenses, travel, purchasing, student appointments, and entertainment. Provide grant and professorship balances. Create internal financial policies and procedures and enforce UT and COLA policies and procedures. Reconcile state and local accounts and maintain records.
Financial reporting. Support financial analyst with activities such as debt administration, budget, contract compliance, financial reports, and other business management services for all accounts of the department. Fiscal accounting including transaction listing and account balances and oversees reconciling of all BSC accounts.
Training & Communication. Aids management in the training and skill development of staff and student workers associated with completing financial forms and requirements. Works with Financial Analyst to identify risks or problems and manages issues immediately. Support management to advise faculty members on resolving issues or concerns with accounts that involve Office of Sponsored Projects as needed. Assists with interpretation and ensures compliance with federal and university grants policies. Communicates with faculty, staff and external customers in a professional manner with accuracy through written, oral or e-mail correspondence. May manage special projects. Serve on finance team to establish and maintain financial processes and procedures.
Project and Systems Management. Provide systematic support for unit project and systems management. Work with Director of Operations to create structure for overseeing the process of on-going projects. Document all deliverables associated with projects and annual goal reporting. Aid in the development of annual reports. Work closely with Director of Operations to develop, maintain, and communicate all system needs and updates (e.g., monitor and maintain staff SmartSheet workspaces). Lead and track unit projects and initiatives associated.
Additional duties as assigned.
Required Qualifications
Bachelor’s degree and 3 years of administrative experience or customer service. Proficiency in Microsoft Excel, Word, PowerPoint and Outlook and willingness to learn other technologies as necessary. Highly detail-oriented with outstanding organizational and time-management skills. Experience tracking expenses, keeping organized records and planning events. Ability to work efficiently and flexibly in a fast-paced environment with minimal guidance. Professional demeanor – excellent oral and written communication skills with proven ability to effectively communicate with all levels of management and respond to faculty and staff tactfully, clearly and concisely.
Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
Experience with business support functions in a university academic department or research program. Prior experience using UT Financial Systems such as Define, FRMS, PointPlus, and UT Market. Experience with UT procurement policies and procedures. Interest and experience in process improvement.
Salary Range
$55,000+ depending on qualifications
Working Conditions
May work around standard office conditions
Repetitive use of a keyboard at a workstation
Use of manual dexterity
Work continuously with confidential and sensitive student-related issues
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.
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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)
[PDF]
E-Verify Poster (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.
Title: Team Support
Company: Insurance Office of America
Location: Pensacola, FL
