Administrative Associate - Texas Science & Natural History Museum

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Position Open To:

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Weekly Scheduled Hours:

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Earliest Start Date:

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Position Duration:

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Location:

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Job Details:

Texas Science & Natural History Museum is developing new exhibits, programs, and experiences that spark curiosity, promote belonging, and tell stories about Texas science and natural history. The museum seeks an Administrative Associate to work with the Business Manager to track information and manage data.

To support business operations related to Finance, Human Resources, Development, and Constituent Relations to data tracking, analysis, and reporting.

Finance - Complete daily tracking of financial transactions and monthly reconciliation of accounts. Responsible for delivering financial materials across campus as needed. Assist the Communication and Events team with vendor payments, including collecting invoices, verifying that services have been rendered, and serving as liaison between vendors, the contracting staff member, and the payments team.

Human Resources - Assist with employee onboarding, including: preparing employee welcome packet; updating employee contact list, list servs, and organizational chart; adding employees to museum Teams channels and pertinent Box folders; ordering name tags, stocking tee-shirts, and business cards (when applicable); coordinating and tracking completion for Child Protection Training and Museum Security Training.

Development and Communications - Provide administrative support for fundraising, cultivation, and stewardship activities. Coordinate meetings, prepare materials, and manage follow-up communications. Draft contact reports. Draft and proofread donor-facing materials including impact reports, presentations, invitations, acknowledgment letters, and special occasion cards and notes. Support advisory council activities, communications, and meetings. Manage email lists for various constituent groups including newsletters, invitation lists, RSVPs, and event communications. Conduct donor research and support individualized stewardship projects. Assist with annual stewardship through endowment compliance and the annual letters project and special initiatives involving planned giving, corporate, and foundation relations.

Constituent Support Analysis - Analyze and build trend reports on data from the Altru system related to various museum programs and events; build and track Altru information related to visitor experiences, admissions, and events as requested by museum leadership.

Support other related functions and duties as assigned.

• Bachelor's degree from an accredited college or university.
• At least one year of experience providing administrative support.
• Proficient with Microsoft Office suite.
• Strong interpersonal and critical thinking skills.
• Excellent oral and written communication skills.
• Success working independently and as part of a team.
• Ability to learn quickly and be flexible.

• At least three years of experienceproviding administrative support.
• Excellent working knowledge of UT Austin policies and administrative tools such as *DEFINE, UT Direct/FRMS, Point Plus and Workday.
• Advanced skills in the use of Microsoft Office applications.

$45,000 annual ($33,750 prorated for 30 hours per week)

• Standard office environment: Working at a desk and computer for extended periods, including repetitive use of a keyboard and manual dexterity.

• The hired candidate will work with their supervisor to set a schedule covering 30 hours per week over the course of four orfive weekdays.

• Resume/CV
• Three 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 thatALLRequiredMaterials 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 questionspresentedto upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

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Retirement Plan Eligibility:

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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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.

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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.

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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.

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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.