Administrative Associate

Function 1: Provide assistance to the Director and program staff as needed. Schedule and coordinate services for in-person and virtual meetings. Set up conference calls.Function 2: Arrange travel for employees and non-employees, including flight, hotel, and rental car accommodations. Process and track reimbursements for business trips and training sessions for grant staff.Function 3: Draft and edit correspondence, proposals, and reports. Perform administrative duties, including responding to telephone and email inquiries, ordering supplies, and shipping materials.Function 4: Create and track VP2 invoice payments, coordinating working lunches including creation of Official Occasion Expenses form (OOEF) and payment on VPE, soliciting bids, creating and processing purchase orders (POs), UT Market purchasing, reconciliation, and shipping. Review, process, and reconcile invoices from vendors. Ensure sufficient and appropriate funds in accounts and subaccounts.Function 5: Coordinate logistics for events and staff trainings, including meeting space, hotel arrangements, food, AV, registration, and rooming lists. Register program staff for conferences.Function 6: Enter match/in-kind data for multiple GEAR UP grants.Function 7: Assist with organizing applications and interview scheduling, onboarding new employees, monitoring compliance training, and processing annual employment letters.Function 8: Other duties as assigned.