Accounting & Human Resources Associate

Job Posting Title:

Accounting & Human Resources Associate

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Hiring Department:

Clements Center for National Security

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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:

AUSTIN, TX

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Job Details:

General Notes

The Clements Center for National Security at The University of Texas at Austin draws on the best insights of diplomatic and military history with the mission to train the next generation of national security leaders. For more information on The Clements Center, please visit: www.clementscenter.org

Your skills will make a difference.
 

You’ll be working for a university that is internationally recognized for our academic programs and research. Your work will contribute to operational excellence and enhance the student experience. If you’re the type of person that wants to know your work has meaning and impact, you’ll like working in our department and for UT Austin. UT Austin provides an outstanding benefits package including but not limited to:

• Competitive health benefits (employee premiums covered at 100%, family premiums at 50%)
• Voluntary Vision, Dental, Life, and Disability insurance options
• Generous paid vacation, sick time, and holidays
• Teachers Retirement System of Texas, a defined benefit retirement plan, with employer matching funds
• Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b)
• Flexible spending account options for medical and childcare expenses
• Robust free training access through LinkedIn Learning plus professional conference opportunities
• Tuition assistance
• Expansive employee discount program including athletic tickets
• Free access to UT Austin's libraries and museums with staff ID card
• Free rides on all UT Shuttle and Austin CapMetro buses with staff ID card

For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards.

Must be authorized to work in the U.S. on a full-time basis for any employer without sponsorship.

Purpose

The Accounting & Human Resources Associate at the Clements Center for National Security at the University of Texas at Austin is responsible for supporting the day-to-day accounting and assisting in HR requests for the Center.

Responsibilities

• Accounting and Office Management:

  • Daily management and oversight of accounts payable and receivables.
  • Responsible for coordinating and submitting payment requests for processing via the central business office on behalf of the Center.
  • Tracks payments to completion ensuring expenses are posted to the correct budget groups and sub accounts.
  • Reconciles department ProCards and Event and Conference Travel Cards, ensuring transaction logs and documentation are complete and submitted for timely payment processing.
  • Processes travel authorizations and reimbursements for the team and guest speakers.
  • Works with the Assistant Director to track incoming gifts.
  • Acts as contract manager for independent contractors as assigned.
  • Maintains departmental coding schema to aid in reporting. May review and approve financial documents in Define and UT Direct.
  • Processes funding transfers in UT Direct.
  • Works with staff to obtain competitive bids for purchases and/or draft exclusive acquisition documentation as needed.
  • Advises staff of purchasing policy and procedures and stays abreast of the latest requirements. Assists staff in planning for recurring purchases.
  • Acts as liaison as needed with UT Contract and UT Purchasing offices.
  • Serves as the Center’s Office Manager, overseeing day-to-day administrative operations, including coordination of facility work orders, acting as the unit’s BACS representative, and managing the procurement of office supplies and business materials.
  • Manages the copier/printer and ensures the printing room is organized and running smoothly.
  • Assists in ordering catering for office lunches and team meetings.
  • Assists with front desk and reception duties as needed.
     

• Human Resources:

  • Works closely with the Assistant Director on HR functions for the center, including recruitment and onboarding processes.
  • Manages administrative paperwork related to job postings, hiring, and onboarding for staff, faculty, and student positions. Works collaboratively with the department’s liaison on requests for processing.
  • Ensures accuracy and compliance in handling personnel documentation and maintaining HR records.
     

• Other related functions as assigned.

Required Qualifications

• Bachelor’s degree in accounting, finance, or related field.
• At least three years of professional experience in governmental or commercial accounting.
• Direct experience creating payment and purchasing documents in DEFINE and UT Direct.
• Expert understanding of the University’s accounting and purchasing procedures.
• Intermediate proficiency with Microsoft Excel.
• Ability to problem solve and research financial inquiries in UT’s financial systems.
• Must be well-organized and detail oriented. Able to adapt/learn new skills as needed to work in a fast-paced environment with minimal supervision.
• Excellent written and oral communication.
• Experience providing customer service and administrative support.
• Professional demeanor, and excellent customer service skills. Must be punctual and reliable.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Advanced skills in Microsoft Excel.
• Familiarity with Contracts+ and Cognos preferred.
• Experience with student accounts receivables a plus.
• Experience working in a department chair, dean, or VP office a plus.
• Experience with federal awards and/or endowment accounts a plus.
• Understanding of UT HR policies and procedures and/or experience as an HR Partner or HR Executive in Workday a plus.
• Demonstrated ability to manage multiple tasks and set priorities and objectives.

Salary Range

$60,000 + depending on qualifications

Working Conditions

• This position is based in Austin, TX on the UT main campus and is not eligible for remote work.
• May work around standard office conditions.
• Repetitive use of a keyboard at a workstation.

Required Materials

• Resume/CV
• 3 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 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.

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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.

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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.

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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.