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

Job Posting Title:

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

• Hiring Department:

  Chandra Department of Electrical and Computer Engineering

• 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:

UT MAIN CAMPUS

•

Job Details:

General Notes The Chandra Family Department of Electrical and Computer Engineering is the largest department in the Cockrell School of Engineering with more than 2,500 students and 80 faculty. Our outstanding faculty bring state-of-the-art research, development, and design experience into the classroom, ensuring that our students and alumni are amongst the best in their fields and that our research advances the scientific community as well as society and business. Purpose The Senior Administrative Associate provides comprehensive administrative support to assigned ECE faculty and their research groups, serving as the primary liaison for post-award financial activity, HR/student personnel processes, visitor and work authorization coordination, records management, and related reporting. The role supports day-to-day research operations by managing transactions, procurement, account maintenance, onboarding, timesheets, space records, policy compliance, and other duties that advance faculty research and departmental goals. Responsibilities Serves as the primary liaison between supported faculty and the ECE Department by managing and submitting monthly financial transaction information to the post-award research administrative manager for all faculty grants and processing necessary account changes, including costing allocations. Provides comprehensive financial administrative support to supported faculty and their research students, including accounts payable (entertainment, travel, contractors, Procards, etc.), procurement support, reconciliation, general account maintenance, financial planning, account management, and preparation of all required financial reports. 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. Manage work authorizations for research staff and official university 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. 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 in a related field Three years of relevant administrative experience. Demonstrated ability to multitask, meet deadlines, and work well as a team member. Demonstrated ability to work with accuracy and attention to detail and follow instructions without close supervision. Goal-driven, self-directed and creative with excellent problem-solving, interpersonal, verbal and written skills. Excellent written and oral communication skills. Knowledge of office productivity tools including Microsoft Office. Equivalent combination of relevant education and experience may be substituted as appropriate. Preferred Qualifications Experience in higher education, particularly in a STEM or research environment. Experience in administrative support functions in a large unit in a faculty-facing position. Salary Range $57,000+ depending on qualifications Working Conditions May work around standard office conditions Repetitive use of a keyboard at a workstation Required Materials Resume/CV Letter of interest 3 work references with their contact information; at least one reference should be from a supervisor 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.

• 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 and 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. Start Here, Change the World At The University of Texas at Austin, tradition meets innovation in the heart of a city that frequents lists of the best places to live and work. Named by Forbes as one of America's Best Large Employers for the sixth year in a row in 2025, UT offers both a dynamic work environment and a gateway to vibrant local culture. Whether you're at the forefront of the student experience, conducting world-changing research or supporting the engine that drives Texas' flagship university, working at UT means making a lasting impact on our city, our state and our world. Our more than 20,000 faculty and staff empower 55,000+ students to challenge ideas, pursue passions and shape their futures. Joining UT, you'll become part of a community dedicated to making a meaningful impact on campus and throughout the world. Looking for a student job? Please see our Student Employment site.

Comments and Inquiries:

Email comments to hrsc@austin.utexas.edu. For questions or concerns regarding equal opportunity only, contact Equal Opportunity Services. Additional information for applicants can be found on the Human Resources web page: Applying for Employment. For more job information, call the Human Resource Service Center at (512) 471-4772, or toll-free at (800) 687-4178. UT Austin is a Tobacco-free Campus