Job Posting Title:

Administrative Associate, File Review and Innovative Processing - Office of Admissions

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Hiring Department:

Enrollment Management

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Non-Exempt

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Earliest Start Date:

Aug 01, 2025

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

Our goal is to recruit and support staff and students with a wide range of backgrounds, ideas, and viewpoints. Must be eligible to work in the United States on a full-time basis for any employer.

Job Details

This position is typically Monday through Friday; however, some weekend, holiday, evenings and early mornings are required at different times of the year. 

UT Austin offers a competitive benefits package that includes:   

100% employer-paid basic medical coverage   Retirement contributions Paid vacation and sick time Paid holidays 

Please visit our Human Resources (HR) website to learn more about the total benefits offered.  

Purpose
The Administrative Associate for File Review and Innovative Processing provides critical administrative support to the Office of Admissions' holistic review operations. This role coordinates onboarding and payroll for external application readers, maintains assignment and workflow tracking, and assists with quality control processes. Additionally, the position supports the Directors of Processing and Compliance, Training, and Scholarships by managing logistics, documentation, and materials used during the admissions review cycle.

Responsibilities

Track reader assignments, access permissions, and progress to ensure all readers have appropriate system access, and that workloads are distributed efficiently. Assist with resolving access or workflow issues in coordination with IT support. Monitor and process time reporting and payroll documentation for external readers, ensuring accuracy, timeliness, and compliance with university policies and procedures. Serve as a liaison with HR and payroll offices. Manage Student Employees to assist with general office needs as well as specific tasks in support of Compliance, Training, Scholarships, and Processing.Provide general administrative support to the Directors of Processing and Compliance, Training, and Scholarships, including meeting coordination, document preparation, supply ordering, and file organization.Coordinate the administrative onboarding and hiring process for seasonal and part-time holistic application readers, including gathering documentation, facilitating background checks, and tracking onboarding progress. Assist with the preparation and distribution of review materials, training content, and procedural updates.Support quality control efforts by helping to identify missing or incomplete materials and coordinating with processing staff to resolve discrepancies in application files.Serve as a point of contact for reader inquiries, providing timely assistance or escalation to the appropriate staff member as needed. ​Other duties as assigned.
Required QualificationsAt least 3 years of clerical experience with a High School Diploma/GED or at least 1 year of experience at the Administrative Assistant level with an Associate’s Degree or Bachelor's Degree. Demonstrated organizational skills and attention to detail with a focus on time management.  Demonstrated ability to multi-task and handle concurrent projects with accuracy, diplomacy and discretion under the pressure of deadlines. Proficient and comfortable working independently on computers and with a variety of applications, including online file sharing, email for communication, etc.  Strong oral and written communication skills.Ability to exercise judgement and discretion, as well as maintaining security and confidentiality, particularly in matters related to sensitive or confidential information, including, but not limited to: student records, personnel, training & training materials, etc. Experience with Microsoft Office (Outlook, Excel, Word, PowerPoint, etc.) Capable of working in an environment with rapidly changing priorities. Professional team-oriented demeanor, punctuality, and regular attendance. 

Relevant education and experience may be substituted as appropriate.

Preferred QualificationsBachelor’s Degree and at least two years of administrative experience. Experience working with payroll or timesheets of employees. Experience with high school curriculum and/or high school transcripts. Experience with data entry. Experience supervising (staff or volunteers).Demonstrated experience working with sensitive situations and/or confidential materials. Demonstrated proficiency with Microsoft Office (Outlook, Excel, Word, PowerPoint, etc.) Experience working in higher education.
Salary Range

$40,000 + depending on qualifications

Working Conditions

May work in extreme temperaturesMay work around standard office conditionsRepetitive use of a keyboard at a workstationUse of manual dexterityLifting and moving 

Required Materials

Resume/CV3 work references with their contact information; at least one reference should be from a supervisorLetter of interest

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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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.