Senior Administrative Associate, Process Industry Practices, Construction Industry Institute

The University of Texas at Austin
flexible benefit account, sick time, tuition assistance, 403(b), retirement plan, employee discount
United States, Texas, Austin
101 East 27th Street (Show on map)
Mar 29, 2025
Job Posting Title: Senior Administrative Associate, Process Industry Practices, Construction Industry Institute ---- Hiring Department: Construction Industry Institute ---- Position Open To: All Applicants ---- Weekly Scheduled Hours: 40 ---- FLSA Status: Non-Exempt ---- Earliest Start Date: Immediately ---- Position Duration: Expected to Continue ---- Location: PICKLE RESEARCH CAMPUS ---- 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 (UT 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. At UT Austin, we say "What starts here changes the world." As a member of the university community, you will be part of an organization that is internationally recognized for our academic programs and research. Your work will have meaning and make a difference not only in the lives of our faculty, staff, and students, but also those who are impacted by our first class academic and research programs. UT Austin provides outstanding employee benefits and total rewards packages that include: Competitive health benefits (employee premiums covered at 100%, family premiums at 50%) Voluntary Vision, Dental, Life, and Disability insurance options Generous paid vacation, sick time, and holidays Teachers Retirement System of Texas, a defined benefit retirement plan, with employer matching funds Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b) Flexible spending account options for medical and childcare expenses Robust free training access through LinkedIn Learning plus professional conference opportunities Tuition assistance Expansive employee discount program including athletic tickets Free access to UT Austin's libraries and museums with staff ID card Free rides on all UT Shuttle and Austin CapMetro buses with staff ID card Purpose The Senior Administrative Associate will oversee administrative functions for the Process Industry Practices (PIP) consortium to ensure operations are managed efficiently and in concert with the strategic objectives of PIP. Responsibilities Serve as the primary accounting contact for Process Industry Practices (PIP). Responsible for processing transactions and performing data entry related to accounts payables and receivables in both QuickBooks and DEFINE. Answer incoming calls and read and respond to emails related to PIP accounting. Liaise with the Cockrell School's Engineering Business Affairs Office, as well as the university's offices of Accounting, Sponsored Projects, and Discovery to Impact. Execute annual invoicing and collections of membership dues and license fees. Assist members and licensees with completing or obtaining required documentation related to PIP receivables and university bank details. Receive and process payments. Attend PIP Quarterly Meetings and Annual Conference (AC) in person. Assist with quarterly meeting preparation and manage the check-in desk onsite. Participate as a non-voting member on assigned PIP teams and committees. Provide administrative support, prepare agenda, minutes and presentations, as needed. Attend interim virtual PIP meetings, as required. Participate in quarterly meeting evaluations and implement process improvements. Responsible for processing travel authorization documents, as well as travel and entertainment reimbursements for PIP staff. Conduct monthly reconciliation for the department and provide financials to PIP Leadership as well as CII. Contribute to the development of the annual budget, perform quarterly analysis of YTD P&L, and develop projections for future years. Attend staff and other internal meetings. Complete professional development & training, as requested. Perform miscellaneous administrative tasks including but not limited to data entry and general copying, faxing, scanning, and filing. Maintain a filing system in accordance with university records retention policies Audit PIP's third-party distributor websites annually to ensure all current practice revisions are published, properly listed, and priced. Compile quarterly royalty reports and tabulate data on revenue statistics. Work with internal and external vendors to procure and receive supplies and equipment as needed. Manage supplier contracts and process annual purchase orders. Maintain university ProCard and reconcile VP7 documents monthly. Purchase office and breakroom supplies. Responsible for adherence to university policies. Perform other related duties as assigned. Required Qualifications High School Diploma and seven (7) years of experience or a Bachelor's degree and one year of experience Exhibits high levels of accuracy and attention to detail Demonstrates effective communication and interpersonal skills Proactively identifies and resolves issues Relevant education and experience may be substituted as appropriate Preferred Qualifications Bachelor's degree in accounting and three (3) years of experience Working experience with DEFINE, QuickBooks, and Microsoft Office Suite, especially Excel Accounting, purchasing, collections, and/or auditing experience Experience working with governmental accounting and/or in a university or public academic setting Experience working with a non-profit, volunteer, or membership organization Salary Range $50,000 + depending on qualifications Working Conditions May work around standard office conditions Regular trips to/from UT campus and occasional, regular travel outside of Austin, Texas Periodically requires an irregular work schedule with longer than average workdays and work hours exceeding a regular work week. Some overtime, weekends, and holidays are possible 40-hour work week or 9/80 schedule as determined by the supervisor Hybrid work environment Physical Tasks Repetitive use of a keyboard and mouse at a workstation Use of manual dexterity Ability to lift, push, and/or pull up to 40 pounds Required Materials Resume/CV 3 work references with their contact information; at least one reference should be from a supervisor Letter of interest Importantfor 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 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 pulled into 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.) that were noted above. ---- 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. ---- 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. ---- 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. ---- 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. ---- 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] ---- 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.