Job Information
UNIVERSITY OF TEXAS AT AUSTIN HET Administrative Associate in MCDONALD OBSERVATORY, Texas
HET Board of Directors. Serves as the secretary to the HET Board of Directors. Facilitates all HET teleconference calls and distributes written communications to the HET Board. Transcribes and publishes minutes and action items from the HET Board bi-annual meetings. Checks reports and written materials for accuracy and proofreads outgoing correspondence. Plan and coordinate the logistics of the bi-annual meetings, including travel to meetings away from the observatory. Works closely with the staff at the partner institutions, including assisting in the set-up and breakdown of meetings.Procurement and Inventory. Prepares purchase orders in accordance with university policies and procedures and in coordination with the Austin Business Office. Obtains quotes prepare electronic documents and maintains records. Posts to and maintains the purchasing database. Responsible for shipping and receiving packages, maintaining packing slips and receiving forms, and forwarding non-credit card invoices to Mt. Locke and Austin Business Office for payment processing. Maintains and issues inventory tags and conducts the annual HET inventory. Works closely with the Austin Business Office on larger purchases and inventory matters. General Administration. Drafts correspondence, assists with placement of classified ads, prepares schedules and arrangements for prospective employee visits, and confirms the accuracy of work. Maintains HET files and manages documentation in accordance with records retention. Sends emails, scans, and copies documents as needed. Maintains office and some consumable supplies for the HET. Assists with other administrative tasks as assigned in the absence of other team members. Performs other related job-related duties as assigned to meet business needs. Budget and Accounting. Assist the facility manager in managing and tracking expenses. Work closely with the Austin Business Office for proper accounting processes to ensure compliance with UT policies and procedures. Travel Coordinator. Makes travel arrangements for employees and prospective employees for HET Operations. Prepares necessary travel authorizations. Prepares reimbursement vouchers in accordance with university travel policies in a timely, courteous, and professional manner. Works closely with the travel team in the Austin Business Office.
