Administrative Assistant - Laboratory Animal Resource Center

Location: San Antonio, TX
Regular/Temporary: Regular
Job ID: 12993
Full/Part Time: Full Time

Org Marketing Statement

The University of Texas at San Antonio is a Tier One research university and a Hispanic Serving Institution specializing in cybersecurity, health, fundamental futures, and social-economic transformation. With more than 35,000 students, it is the largest university in the San Antonio region. UTSA advances knowledge through research and discovery, teaching and learning, community engagement and public service, and with an intentional focus on career readiness the university produces more graduates for the workforce than any other institution in the region. It is a catalyst for socioeconomic development and the commercialization of intellectual property - for Texas, the nation and the world. UTSA has been recognized as a Top Employer in Texas by Forbes Magazine. Learn more online, on UTSA Today or on X (formerly Twitter), Instagram, Facebook, YouTube or LinkedIn.

In 2024, the UT System Board of Regents authorized UT System to begin integrating UTSA and UT Health San Antonio into one unified institution, establishing a world-class university that integrates academic, research, and clinical excellence to build a profoundly impactful university of the future. Driven by a vision for growth and impact, this merger will expand capacity to offer robust undergraduate and graduate programs, attract top-tier faculty and staff, develop innovative initiatives, and elevate transdisciplinary research to address the evolving needs of the region.

Posting End Date: Applications will be accepted through 11:59 PM CDT on 2/6/2025. At the discretion of the hiring department, this position posting may close once a sufficient number of qualified applications have been received.

Salary Range: $34,300/Annualized, commensurate with education, experience and qualifications.

Hours: 40 hours per week, non-exempt.

Required Application Materials:

• Resume is required.
• Cover letter is preferred.
• Reference information for three points of contact.

Essential Functions

Job Summary

Provide advanced and complex secretarial and clerical skills for a supervisor in a key administrative or executive position.

Core Responsibilities

• Approving, tracking, and cage card creation for all live animals that are ordered on a weekly basis to our facilities.
• Creating multiple purchase orders and non-purchase order vouchers on a routine basis to support the husbandry staff in their care of live animals.
• Creating all travel authorizations for the personnel within the LARC to support site visits, training for both the Veterinary and Husbandry Staff, conferences attendance for the University Veterinarian and Associate Director that relate to laboratory animal care and support.
• Gathers, consolidates, and enters information into invoices on monthly basis to support the services that we provide to all Principal Investigators. Assists the Office of Research Integrity on a daily basis by creating and submitting purchase orders and non-purchase orders to ensure the separation of financial duties.
• Responsible for the performance of skilled clerical and typing duties, the supervision of clerical staff and the use of initiative and judgment in handling routine administrative matters.
• Receives, sorts, screens, and distributes mail and incoming communications. Evaluates mail for supervisor.
• Types, proofreads, edits, and produces in final form correspondence, forms, reports, manuscripts, research articles, and other materials and special projects. Composes moderately complex correspondence.
• Acts as a receptionist; answers the telephone, greets, and screens visitors, schedules appointments. Advises students, administrators, and staff regarding administrative or academic policies and procedures.
• Maintains departmental budget. Processes purchase orders, vouchers, and requisitions. Reconciles ledgers.
• Maintains a wide variety of complex academic, fiscal, personnel and administrative records, accounts and files consisting of official and confidential matters.
• Coordinate clerical and fiscal activities within the department and determines work priorities. Develops work standards and procedures.
• Counsels, investigates, and evaluates complaints to solve problems as they arise.
• Attends meetings as requested.
• Assists in the annual evaluation of clerical staff.
• Takes a proactive approach to assist co-workers in various tasks, to ensure safety.
• Performs work tasks in a safe manner and in accordance with work instructions.
• Proactively makes recommendations to improve safety.
• Performs other duties as assigned.

Required Qualifications

• High school graduate or GED.
• Education may substitute for experience on a one-for-one basis.
• Three (3) years of clerical or office experience.
• Proficiency in the use of English Grammar, spelling, and business math.
• Knowledge of current methods and systems of bookkeeping, filing, and purchasing.
• Standard office equipment use.
• Special equipment may be used in specific departments or sections.

Additional Information

• UTSA is a tobacco free campus.
• This is a security sensitive position. Employment is contingent upon a successful background check.
• Applicants selected must be able to show proof of eligibility to work in the United States by time of hire.
• Valid driver's license and Motor Vehicle Record (MVR) as applicable.

Working Conditions

Working Environment:

• Office environment.
• Some positions may be located in areas where scientific or service hazards exist.
• Occasional overtime may be required.

Physical Demands:

• Sedentary work; sitting most of the time. Jobs are sedentary if walking and standing are required, only occasionally.
• Exerts up to 10 lbs. of force occasionally.

This position primarily works remotely in Texas but may work on campus on an infrequent basis (aproximately four days or less per month). Travel and parking expenses are the employee's responsibility.

Equal Employment Opportunity

As an equal employment opportunity and affirmative action employer, it is the policy of The University of Texas at San Antonio to promote and ensure equal employment opportunity for all individuals regardless of race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability or genetic information, and veteran status. The University is committed to the Affirmative Action Program in compliance with all government requirements to ensure nondiscrimination. Women, minorities, people with disabilities and veterans are encouraged to apply. UTSA campuses are accessible to persons with disabilities.