Records and Information Management Services Administrative Associate

Job Posting Title:

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Hiring Department:

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Position Open To:

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Weekly Scheduled Hours:

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FLSA Status:

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Earliest Start Date:

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Position Duration:

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Location:

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Job Details:

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 make a difference in the lives of university staff, thereby enhancing 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

• 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 United States on an ongoing, full-time basis for any employer without sponsorship.

Performs moderately complex (journey-level) staff services work across multiple staff and business services functions for the Records and Information Management Services (RIMS) department. Works under general supervision of the RIMS Director, with limited latitude for the use of initiative and independent judgment. Uses knowledge of office practices and administrative procedures. Implements administrative systems and procedures and interprets rules, regulations, policies, and procedures.

• Performs complex administrative duties across multiple staff and business services functions, such as human resources, accounting, purchasing, travel, records management, information technology, and property management. Orders supplies and equipment according to University guidelines. Coordinates travel arrangements for department staff. Processes monthly invoices and coordinates approvals from University customers before submitting for payment processing. Coordinates work with other campus departments as needed.

• Provides direct support for the RIMS Director in the day-to-day operations of the RIMS department. Maintains RIMS internal and external meeting calendars, including coordinating with other UT departments to schedule meetings and consultations. Creates meeting agendas, prepares meeting materials, manages meeting recordings and transcripts (where needed), and documents and communicates decisions and action items to the participants after the meeting. Coordinates with RIMS staff to collect deliverables on cross-functional assignments. Compiles performance metric data into reports. Proofreads reports, presentations, policies, procedures, and other external-facing documents and remediates to meet accessibility standards when needed. Performs related duties as required.

• Coordinates the development and periodic review of internal process documentation with departmental subject matter experts. Assists RIMS staff with form and template development to meet accessibility and University branding standards.

• Monitors the primary RIMS shared inbox and responds to routine inquiries. Routes inquiries and requests to other RIMS staff or other UT departments when appropriate. Manages RIMS correspondence and requests for consultation. Drafts and proofs responses to inquiries. Categorizes and files emails within established filing structure.

• Manages RIMS records, including implementing and maintaining filing systems. Maintains the departmental records inventory. Assists with the identification and transfer of inactive records. Prepares records for storage or destruction.

• Provides administrative and technical support to the RIMS training program, including but not limited to distributing marketing materials, preparing materials for in-person events, and providing other logistical support as needed. Acts as a backup for other training administration tasks, including but not limited to using UTLearn to track registration and attendance, scheduling virtual sessions, and ensuring materials and recordings are posted to the RIMS public-facing site and meet accessibility requirements.

• Coordinates and assists with developing job postings and screening applicants. Answers policy and procedure questions on common personnel management and benefits activities and liaises with human resources for additional support as needed.

• Assists with development, editing, and maintenance of public-facing web and SharePoint sites, including web content, guides, and other information resources. Maintains internal RIMS documentation in SharePoint and the internal RIMS wiki.

• Performs other duties as assigned. This includes professional development to stay up-to-date on records and information management fundamentals, University administrative processes, and use of relevant software needed to perform duties.

• Diploma (High School) or GED and at least 1+ year of experience in clerical or administrative support work.

• Skill in the use of standard office equipment and software, including the Microsoft 365 suite with emphasis on MS Outlook and MS SharePoint.

• Ability to communicate effectively via telephone and email.

Relevant education and experience may be substituted as appropriate.

• 2-3 years of experience in clerical or administrative support work.

• 1+ year of experience in office management support work OR associate's degree (or equivalent) with related coursework in human resources, public or business administration, information science, or a related field.

• Experience performing records management tasks and using a records retention schedule. Experience working with MS Power Automate Flows.

$42,000 - $47,000

• Position will work remotely on days that do not require on-campus activities at the discretion of the RIMS Director.

• Occasional flextime is allowed with prior approval from RIMS Director. Position is expected to telework on an average of four days per week, but may telework more or less on any given week depending on space availability and in-person support needed.

• Standard UT schedule, Monday - Friday 8:00 AM - 5:00 PM

• Resume/CV

• 2 work references with their contact information; at least one reference should be from a supervisor

• Letter of interest

Importantfor 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 thatALLRequired 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 questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

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Retirement Plan Eligibility:

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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.