Administrative Associate - Clements Center

Job description

Job Posting Title: Administrative Associate - Clements Center ---- Hiring Department: Clements Center for National Security ---- Position Open To: All Applicants ---- Weekly Scheduled Hours: 40 ---- FLSA Status: Non-Exempt from FLSA ---- Earliest Start Date: Immediately ---- Position Duration: Expected to Continue ---- Location: AUSTIN, TX ---- Job Details: General Notes The Clements Center for National Security at The University of Texas at Austin draws on the best insights of diplomatic and military history with the mission to train the next generation of national security leaders. For more information on The Clements Center, please visit: www.clementscenter.org Your skills will make a difference. You’ll be working for a university that is internationally recognized for our academic programs and research. Your work will contribute to operational excellence and enhance the student experience. If you’re the type of person that wants to know your work has meaning and impact, you’ll like working in our department and for UT Austin. UT Austin provides an outstanding benefits package including but not limited to: 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 For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards. Must be authorized to work in the U.S. on a full-time basis for any employer without sponsorship. Purpose Provides accounting and administrative support for the Clements Center for National Security's financial operations. Processes routine financial transactions, reconciles accounts, reviews financial documents for accuracy and compliance, and supports purchasing, travel, and financial reporting. Maintains financial records, manages office inventory and supplies, and provides administrative support for departmental operations while ensuring compliance with university policies and procedures. Responsibilities Financial Operations Process invoices, vouchers, reimbursements, deposits, and other accounting transactions. Reconcile departmental accounts and resolve routine discrepancies. Review financial documents for completeness, accuracy, and compliance with university policies. Assist with procurement, payment processing, expense reporting, and travel reimbursements. Maintain financial records and supporting documentation. Support month-end and fiscal year-end closing activities. Administrative Operations Manage departmental office supplies and inventory. Coordinate ordering and receipt of office materials. Maintain departmental financial and administrative files. Provide customer service to faculty, staff, students, and university business offices. Perform other accounting and administrative duties as assigned. Required Qualifications High school graduation or GED. Two years of accounting, bookkeeping, or financial administrative experience, or an equivalent combination of education and experience. Experience with Microsoft Excel and Microsoft Office. Ability to maintain accurate financial records. Strong organizational skills and attention to detail. Effective written and verbal communication skills. Relevant education and experience may be substituted as appropriate. Preferred Qualifications Associate's degree in Accounting, Business Administration, Finance, or related field. Experience using UT financial systems: Financial Resource Management System (FRMS) and DEFINE. Experience with procurement, accounts payable, travel, and reimbursement processing. Experience reconciling multiple accounts or funding sources. Experience in higher education. Knowledge of UT Austin policies and procedures. Salary Range $50,000 + depending on qualifications Working Conditions Standard office environment Repetitive use of a keyboard or computer This position is designated as an on-campus position and requires regular, in-person attendance at The University of Texas at Austin. 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 ap