Administrative Associate, Slavic & Eurasian Studies

Job Posting

Title:

Administrative Associate, Slavic & Eurasian Studies

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- Hiring Department:

Department of Slavic and Eurasian Studies

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- Position Open To:

All Applicants

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- Weekly Scheduled

Hours:

40

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- FLSA Status:

Non-Exempt

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- Earliest

Start Date:

Immediately

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- Position Duration:

Expected to Continue

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- Location:

UT MAIN CAMPUS

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- Job Details:

General Notes

The Department of Slavic & Eurasian Studies (DSES), housed within the College of Liberal Arts at UT Austin, is home to 15 core faculty members across four disciplines. We offer two robust interdisciplinary degree programs, and a wide range of courses related to Russia and Eastern Europe. DSES is administratively merged with the Department of Education grant-funded Center for Russian, East European, and Eurasian Studies (CREEES), which supports scholarships, initiatives, and activities on the region's languages, cultures, histories, and politics.

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Purpose

The Administrative Associate in the Department of Slavic and Eurasian Studies plays an essential role in the overall functioning of the department by providing advanced administrative and financial support, managing the front desk and other departmental spaces, and being the hub of communication and departmental correspondence. The ability to work effectively and flexibly while managing multiple tasks in a dynamic environment is crucial for this position.

Responsibilities

* Purchasing, Payments, & Reimbursements:
Serve as the department's primary contact for purchasing, reimbursement, and payment requests or inquiries from faculty, students, staff, and guests. Responsibilities include reviewing requests and obtaining necessary approvals, working with the Centralized Business Services (CBS) team to create and process vouchers, coordinating with vendors, managing Pro Card reconciliation, assisting the Department Manager in maintaining accurate budgets and documentation, ensuring adherence to relevant policies, and performing other related tasks.

* Main Office Support:
Serve as the primary point of contact for visitors. Greet visitors, handle requests from faculty and students, and answer the department's main phone line, directing calls as necessary. Responsible for the opening and closing of main offices and shared departmental spaces. Assist with maintaining departmental calendars and scheduling activities. Manage the schedules of student employees in the department, ensuring there is sufficient office coverage each semester.

Oversee the departmental equipment inventory database and manage its annual review. Maintain inventory of office and break room supplies. Process supply orders via UT Market and Amazon Business, and track orders as necessary. Check and distribute the mail and manage deliveries to the department. Provide basic IT support to faculty and staff in the department, collaborating with LAITS/UT ITS for issues requiring advanced troubleshooting.

Submit maintenance orders for the department and coordinate with Facilities to address any problems.

* Travel Coordination:
Manage department travel reservations, payments, and reimbursements for faculty, staff, and guests. Responsibilities include initiating travel authorizations, coordinating arrangements with hotels and other travel vendors, processing reimbursements and purchase orders, ensuring…