Temporary Administrative Assistant -TX Global (UTemps)

The University of Texas at Austin•Austin, TX

2d•$22

About The Position

The Administrative Associate provides essential administrative and financial support for a variety of global experiential learning initiatives, including the President’s Award for Global Learning, Take the World by the Horns (TWBH) first semester abroad program, Global Career Launch customized internships, and other experiential learning opportunities. This role also supports academic cluster work through outreach to specific schools and colleges and assists with other assigned initiatives.

Requirements

Demonstration in application materials and interview of the following competencies, typically acquired through a bachelor’s degree and one year of related experience.
Effective problem-solving skills and demonstrated ability to take initiative.
Ability to effectively prioritize and manage multiple tasks in a fast-paced, high volume, environment.
Strong analytical skills and organizational abilities.
Ability to be diplomatic, composed and proactive in varied interactions.
Excellent professional demeanor.
Ability to work independently and as a team member.
Commitment to high quality and efficient customer service to faculty, staff and external partners.
Relevant education and experience may be substituted as appropriate.

Nice To Haves

Experience working with The University of Texas at Austin policies, procedures and accounting systems.
Experience working with university students and faculty members.
Experience studying or living outside of the U.S.

Responsibilities

Track program expenditures, manage program budgets, and facilitate financial requests.
Process program-related payments to various vendors, faculty/departments, and students, utilizing UT DEFINE, Workday, Point Plus, and FRMS software.
Locate, investigate, research, and resolve challenges as they arise that pertain to accounting-related matters.
Administer, track and reconcile pro-card and travel cards.
Update, modify, and record accounting entries into Excel program budgets as needed.
Report on program financial activity each month by reconciling transactions against budgeted program line items.
Process payments to individuals, campus departments, and external (domestic and international) entities using UT DEFINE and related systems.
Create purchase orders and PO change orders when needed.
Promptly resolve financial issues as they arise from vendors, central accounting office, students, faculty, and other departments as needed.
Serve as the back-up contact to the President’s Award for Global Learning Senior Program Coordinator to faculty, program participants, providers, vendors, and campus departments on financial-related matters.
Communicate financial-related issues and updates to team leadership and Texas Global accounting team on a regular basis.
Assist in all aspects of the planning and execution of small and large-scale events for students, faculty and staff.
Manage on-site logistics, including room reservations, equipment set-up, food orders, etc.
Assist with answering student questions via email for experiential programs including the President’s Award for Global Learning, Take the World by the Horns, and Global Career Launch
Assist with tracking student pre-departure compliance for experiential programs.
Provide administrative support for travel coordination; survey administration and data collection; marketing and outreach; and general correspondence.
Participate in Education Abroad staff meetings, special projects, and committees, including office-wide strategic planning and policy development.
Support and contribute to the promotion of programs relevant to a cluster of academic units including, but not limited to reciprocal exchange, affiliated, faculty-led and internship/experiential.
Work directly with assigned academic units to successfully advise students in those units, integrate education abroad into academic degree plans, develop a strong understanding of the academic structure of degree plans and departmental goals related to internationalization, identify opportunities for academic collaborations, and conduct activities supporting mutual goals.