Job Posting Title:

Administrative Associate, School of Human Ecology

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Hiring Department:

School of Human Ecology

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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:

Jul 14, 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

The College of Natural Sciences (CNS) at the University of Texas at Austin is committed to fostering a workplace where every employee can contribute at the highest possible level to support the University’s mission. What starts here really does change the world (https://cns.utexas.edu/).

In our Public Health Program we are dedicated to help preserve, promote and improve the health and well-being of populations, communities and people and advance collaborations with the health professions. While our Textiles and apparel division incorporates principles from the arts, sciences, humanities and business to offer an interdisciplinary and immersive academic experience, providing a dynamic education and setting students up for a breadth of career and academic opportunities.

Purpose

The School of Human Ecology is seeking a detail-oriented, resourceful, and service-driven Administrative Associate to provide day-to-day administrative support.

Responsibilities

General Administrative Support

Serve as the initial point of contact for the department, providing clear, courteous, and professional communication to students, faculty, and visitors. Oversee daily office functions, including supply ordering and equipment maintenanceAnticipate departmental needs and proactively offer solutions to streamline workflows and improve service delivery.

Business Operations Support

Track and reconcile departmental expenses, process reimbursements, and assist with budget monitoring while ensuring necessary documentation and approvals. Prepare research incentive advance requests and manage recurring reconciliation processes.Process purchase orders, vendor payments, and procurement card transactions in alignment with UT policy. Prepare contracts, collect supporting documentation, and follow up on delayed or undelivered items.Coordinate travel arrangements for faculty and students, including authorizations, reimbursements, and restricted region approvals. Advise faculty and students on university cash advance procedures and travel-related policies.

Student, Faculty & Community Engagement

Provide general information to students regarding departmental programs, policies, and procedures.Assist with setup, coordination, and day-of support for departmental meetings, events, and conferences as requested.Foster a welcoming and inclusive environment for all constituents.  Uphold professionalism and confidentiality across all communications.  Actively solicit and implement feedback to enhance service quality and operational efficiency.

Other Duties: Perform additional related administrative functions as assigned to support the evolving needs of the department

Required Qualifications

High School degree and 5 years of relevant office experience or bachelor’s degree and 1 year of experience in a related field. Relevant education and experience may be substituted as appropriate.

Demonstrated career progression with increasing responsibilityStrong interpersonal and verbal/written communication skillsHighly collaborative, team-focused mindsetDemonstrated ability to prioritize tasks and independently solve problemsStrong organizational skills with attention to detail

Preferred Qualifications

Familiarity with higher education systems and University of Texas (UT) policies is a plus

Salary Range

$45,000+ depending on experience  

Working Conditions

Environmental Demands:

May work around standard office conditionsRepetitive use of a keyboard at a workstationUse of manual dexterity

Required Materials

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

Important for 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 that ALL Required 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 into your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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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.