Job Information
UNIVERSITY OF TEXAS AT AUSTIN Administrative Associate � Provost�s Office Business Services in Austin, Texas
Procurement and TravelFacilitate the procurement of goods and services ensuring compliance with university and departmental policies and procedures. Follow good practices when acting on requests.Receive, monitor, and update requests in ticketing/tracking systems. Ensure timely action and that service levels are maintained. Communicate effectively with requestors and vendors. Resolve issues that may emerge.Obtain quotes/bids; collaborate with central offices on requests for proposals. Prepare exclusive acquisition and best value justifications. Assist requestors in completing Official Occasion Expenses Forms (OOEFs). Prepare Employee/Independent Contractor Classification Checklists.Set up vendors in university accounting system. Obtain payee information formsComplete contract templates and/or draft contracts, MOUs, and other agreements. Identify GPOs, state contracts, and UT agreements to facilitate customer purchases. Submit contracts through Contracts+.Prepare purchase orders and purchase order changes. Process UT Market purchases. Serve as purchasing card holder and process Amazon Business Prime orders.Prepare travel authorization forms and updates include request for travel authorizations (RTAs) and Non-Employee Travel Authorization (NETA) forms.Assist with set up of group travel arrangements as assigned.Advise travelers of university and departmental policies and procedures.Serve as Hotel, Meeting, and Event cardholder.Scholarships and Cash AdvancesPrepare scholarship award documents and cash prizes as assigned.Create, monitor and reconcile cash advances and participant fee requests.Cash HandlingProcess checks using proper cash handling protocols. Update logs.Review documentation highlighting any restrictions and purpose.Ensure checks and credit card payments are posted to the correct account in a timely manner meeting service level expectations.Administration and Continuous ImprovementEnsure records are complete, accurate, and managed according to university record management protocols.Provide administrative support as assigned.Maintain an expert level of knowledge of university and unit policies and procedures including Certified Texas Contract Manager (CTCM) certification.Engage in the continuous improvement of processes, procedures, and systems.Additional DutiesProcess payment vouchers as assigned.Serve as back up to EVPP Business Affairs colleagues as needed. Develop robust understanding of procurement, payment, receivable, and scholarship operations.Other related functions as assigned.