Administrative Associate, McDonald Observatory

UNIVERSITY OF TEXAS AT AUSTIN • Fort Davis, TX • 4w ago

Administrative Support. Support the administrative and clerical operations for the Superintendent and office staff. Helps with shipping and receiving packages and mail and ensures the proper recipients are contacted. Maintain site calendar. Process documents per University policies and procedures, including workers comp insurance. Coordinates site-wide university vehicle registrations and insurance. Coordinates travel for Superintendent and staff. Composes and proofreads departmental correspondence. Prepares required documentation for special events and assists with special event staffing. Provide notary services and drive UT vehicles as needed. Ensures confidentiality and maintains a professional manner with staff and the public. Performs other related functions to meet business needs as necessary, including evenings or weekend work.Financial. Prepares and processes payment vouchers for goods and services received at the Observatory. Receives, records, and deposits payments for the on-site residents. Assists with Pro-Card logs and reconciliations of the ProCard for staff reporting up to the Superintendent. Reconciles bank accounts, including the Imprest Funds, and serves as the petty cash custodian. Maintains and posts purchasing and payment information to the local accounting database. Reconciles Mt. Locke West Texas accounts and prepares detailed monthly reports, including appropriate use of funds. Prepares billing information and invoices for tenant facilities in consultation with the Austin Business Office.Compliance. Serve as a point of contact for West Texas staff on business procedures in accordance with University policies and procedures, ensure compliance (including for the Superintendent's office), and coordinate with the Austin Business Office as appropriate.

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