Senior Administrative Associate for Admin, Texas Institute for Electronics

Job Posting Title:

Senior Administrative Associate for Admin, Texas Institute for Electronics

----

Hiring Department:

Texas Institute for Electronics

----

Position Open To:

All Applicants

----

Weekly Scheduled Hours:

40

----

FLSA Status:

Non-Exempt from FLSA

----

Earliest Start Date:

Immediately

----

Position Duration:

Expected to Continue

----

Location:

AUSTIN, TX

----

Job Details:

General Notes

About Us

The Texas Institute for Electronics (TIE) is a University of Texas at Austin-supported semiconductor consortium of state and local government, pre-eminent defense electronics and semiconductor companies, national labs and nationally recognized academic institutions. Our mission is to develop and execute a state-of-the-art 3D Heterogenous Integration manufacturing technology roadmap, and to provide critical pilot manufacturing capabilities to address national security needs and catalyze domestic economic growth.

Join the Texas Institute for Electronics (TIE) and help us push the boundaries in critical semiconductor domains, including advanced packaging, with the aim of reestablishing U.S. prominence in semiconductor manufacturing.

With over $1 billion in funding from the US DoD and the state of Texas, we’re at the forefront of creating cutting-edge semiconductor manufacturing equipment and processes that will set the course for future advancements in semiconductor logic, memory, heterogeneous integration, chip cooling and more. Situated in the heart of Austin — named “America’s Coolest City” by Expedia and “The Best Place to Live in the U.S.” by U.S. News and World Report — the Texas Institute for Electronics embodies the city’s innovative spirit.

UT Austin, recognized by Forbes as one of America’s Best Large Employers, provides outstanding employee benefits and total rewards packages that include:

• 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 8.25% 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: Benefits | Human Resources and UT Austin Employee Experience | Human Resources

Due to the nature of the work, you must qualify as a U.S. Person as defined in 22 CFR § 120.

Work location is primarily in Southeast Austin. On occasion this position will need to travel to the Pickle Research Campus area for administrative support and back-up staffing support. Ability to travel between locations in own vehicle is necessary.

Purpose

The Senior Administrative Associate for Administration provides advanced administrative, human resources, financial, logistical, and operational support to ensure efficient departmental functions. The role supports the Administrative Officer, manages payment processing, inventory control, work orders, events, travel, supplies, office records.  It also assists the HR team with interview scheduling, hiring processes, data management and reporting, and other activities. It provides clerical and administrative support to the Chief Executive Offer and Chief Technology Officer as needed.

Responsibilities

• Support the Administrative Officer, handling special assignments and ad hoc requests as needed.
• Process routine payment vouchers in *DEFINE (VP5s, VPEs, VP1s, and VP2s) and track each through final approval.
• Serve as inventory control coordinator, ensuring compliance with university policy. Maintain equipment inventory records, submit annual inventory reports, and prepare annual inventory certifications
• Submit and track work orders for service, construction, moving, surplus, and event needs. Order office supplies.
• Organize events and meetings, including securing space and coordinating catering.
• Arrange travel for staff and visitors as requested.
• Assist the HR department by handling interview scheduling, data management and reporting, hiring processes, and other areas.  Maintain records of office assignments.
• Provide backup support to HR and Administrative personnel to ensure continuity during absences, peak workloads, and special projects, driving to other locations as needed. Activities may include onboarding and offboarding staff, part-time/temporary employees, and contractors/affiliates; scheduling and hosting on-site interviews for visiting candidates; logging HR data; and supporting other HR activities.
• Provide clerical and administrative support to the Chief Executive Officer and Chief Technology Officer as needed. 
• Other duties as assigned.

Required Qualifications

• High school diploma or GED with at least seven years of administrative, office management, human resources, business operations, or related experience OR Bachelor's degree with at least three years of administrative, office management, human resources, business operations, or related experience.
• Experience coordinating multiple priorities in a fast-paced environment with strong attention to detail and organizational skills.
• Experience processing transactions, maintaining records, and tracking items through completion.
• Strong written and verbal communication skills and the ability to interact professionally with a various range of stakeholders.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and Teams.
• Ability to handle sensitive and confidential information with discretion.
• Demonstrated ability to work independently, exercise sound judgment, and support a variety of administrative functions simultaneously.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Bachelor's degree.
• Two or more years of administrative, office management, human resources, business operations, or related experience
• Experience with university administrative systems, including financial, purchasing, inventory, or human resource management systems.
• Familiarity with inventory management, asset tracking, or facilities coordination.
• Experience preparing payment vouchers, purchase requests, reimbursements, or similar financial transactions
• Experience supporting human resources activities such as onboarding, offboarding, recruitment coordination, personnel records management, or employee transactions.
• Experience coordinating events, meetings, travel arrangements, and logistics.
• Experience with Workday, DEFINE, Qualtrics, DocuSign, Smartsheet, or other enterprise administrative systems.
• Experience working in the Semiconductor Industry.

Salary Range

TIE pays industry competitive salaries

Work Schedule

• Monday - Friday 8am to 5pm, position will be onsite daily at our Montopolis Location in Southeast Austin.  This position may need to travel to and work at our Pickle or West Pickle Campus locations on occasions, such as to cover for staff outages or for meetings.

Working Conditions

• May work around standard office conditions
• Repetitive use of a keyboard at a workstation
• Use of manual dexterity (ex: using a mouse)
• Some local travel required intermittently

Required Materials

• Letter of Interest
• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor.

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.

----

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.

----

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.

----

Background Checks:

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

----

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.

----

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.

----

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.

----

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]

----

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.