Administrative Support. Assist with the administrative and clerical operations for the Superintendents office and staff. Help with shipping and receiving packages and mail, ensuring the proper recipients are contacted. Maintain site calendars. Compose and proofread departmental correspondence. Prepare documentation for special events and assist with staffing as needed. Serve as a backup to the administrative staff and the Astronomers Lodge. Uphold confidentiality, maintain a professional manner, drive a UT vehicle, and perform other related tasks to meet business needs.Physical Plant Administrative Support. Assists the Physical Plant Manager and Technical Trades Supervisors with administrative tasks, including, but not limited to, purchasing research, fuel reports, and Texas Commission on Environmental Quality (TCEQ) reports. Provides quarterly account reconciliation reports to the managers. Performs radio dispatch, sends faxes, copies, scans, and other job-related duties.Procurement. Serves as the primary contact for West Texas staff regarding procurement and ensures adherence to University purchasing policies and procedures in coordination with the Austin Business Office.Procures goods and services, assigns department transaction numbers, and sets up vendor IDs. Obtains quotes, posts and maintains the purchasing database, and processes purchase orders and ProCard purchases following University policies and procedures. Manages the department's ProCard and assists with the ProCard logs for the Superintendent's staff. Coordinates all communication and services with suppliers and vendors regarding purchase orders. Oversees and monitors all purchases made through contracts between UT and the West Texas site. Builds relationships with suppliers and vendors to improve access to resources that meet or surpass project requirements. Monitors all purchasing requests and escalates issues with internal customers and vendors to the appropriate managers.Inventory and Surplus. Assist with West Texas inventory, including issuing and maintaining inventory tags, entering data into the database, and preparing inventory reports. Coordinate West Texas surplus activities, track returns on spreadsheets, take photos, and arrange for vehicle and trailer use to deliver items to UT's Surplus site, in collaboration with the Austin Business Office.Accounting. Prepares payment vouchers, including interdepartmental transfer paperwork for various events and lodging charges. Enters weekly deposits for the Astronomers Lodge. Prepares and processes payment vouchers for goods and services received at the Observatory in West Texas. Reconciles Mt. Locke, West Texas accounts, and produces detailed monthly reports, including proper use of funds. Must be an authorized signer on the local bank account.
