Job Information
UNIVERSITY OF TEXAS AT AUSTIN Senior Administrative Associate in Austin, Texas
Responsible for daily deposit reconciliation process for Office of Graduate Admissions application fees and refunds. Tasks involve printing reports from CRM and credit card processor, verifying accuracy of credit card deposits, and creating VC1 documents in DEFINE. Prepare deposits for donor and scholarship checks when received. Primary departmental contact in resolving discrepancies with deposit and income reporting. Process all travel requests, travel reimbursements, and change requests for staff throughout the Graduate School. Stay up to date on travel rules and procedures and provide feedback for improvements. Process all departmental purchase orders, Amazon business account purchasing, UT Market purchasing, new vendor setup, and vendor payments. Verify payment requests are in compliance with university policies and procedures. Prepare final supporting documentation for image retrieval system. Primary support in resolving discrepancies and answering client questions. Review and reconcile monthly ProCard transactions for all Graduate School. Ensure all receipts are uploaded and approved by Chief Business Officer (CBO). Support ProCard holders by resolving issues and ensuringcompliance with University procedures. Monitor, process, and track departmental contracts including memos of understanding (MOUs). Provide financial support to the CBO in reconciling income and expense accounts monthly and assist in the preparation of the Graduate Schools annual recurring budget and 5-year budget simulation. Oversee student employment petition process for the Graduate School. Process requests from College administrative staff ensuring compliance with policies regarding student employment eligibility. Work closely with the Associate Dean of Graduate Student Services to grant student employment exceptions. Review and approve TA/AI TRB semester awards processed by various College administrative staff. Work with CBO in developing the annual TA/AI TRB award budgets and participate in the preparation of semester based TRB usage reporting by College for the Graduate School Dean. Perform semester audits on TA/AI/GRA student employment by verifying Workday appointments and TRB awards in compliance with Graduate School policies. Work with College administrative staff, Central HR graduate student representative, and Graduate School IT support staff to resolve appointment issues.Review and approve student fellowship semester awards processed by the Graduate School fellowship program. Monitor and reconcile Graduate School fellowship endowment accounts. Provide high quality work output with a focus on customer service in defined functional areas. Organize work product in a transparent and efficient way within the business affairs shared box folders. Communicate timely and in a professional manner to client requests. Elevate client issues needing immediate resolution to CBO. Other duties as assigned.