Job Posting Title:

Administrative Associate (Salary)

----

Hiring Department:

Educational Leadership and Policy

----

Position Open To:

All Applicants

----

Weekly Scheduled Hours:

40

----

FLSA Status:

Non-Exempt

----

Earliest Start Date:

Aug 01, 2025

----

Position Duration:

Expected to Continue

----

Location:

UT MAIN CAMPUS

----

Job Details:

General Notes

The Department of Educational Leadership and Policy has a legacy of excellence in training scholars, practitioners, and educational leaders for PK-12 public schools, higher education, and the P-16 policy arena. We prepare a wide cadre of change-makers who go on to serve as superintendents, school principals, professors, researchers, and student affairs professionals. Our award-winning faculty, nationally recognized graduate programs, and highly regarded research centers focus on educational leadership and policy.

Purpose

The Administrative Associate in the Department of Educational Leadership and Policy is responsible for providing advanced administrative support for the Department of Educational Leadership and Policy. This role supports ELP through accounting, travel, inventory and records maintenance, meeting room reservations and event coordination, reimbursements, and more while fostering the mission of being a student and faculty-centered department.

Responsibilities

Procurement, Purchasing, & Payments: Responsible for Department purchasing, procurement, and payments. Order and process Department-related expenses. Serve as the Department's ProCard holder.  Request, collect, and upload receipts to UT Box for reconciliation. Responsible for creating payment vouchers (VP1, VP2, and VPE documents). Serve as department rep for contract processing in ContractsPlus.

Front Office: First point of contact for ELP visitors when work study staff is not present. Answer the department's main line and direct calls to other offices or staff, greet the public. Responsible for office supplies and keeping lobby and kitchen tidy. The Front Office will also coordinate with supervisor of Work-Studies or AM prior to delegating duties/tasks/projects in accordance with department priorities. (20%)

Events Coordination: Assist in the coordination of events and meetings and logistics for department meetings and events (including new student orientation, semester receptions, retirement receptions, guest lectures, faculty recruits, etc.). Process Official Occasion Expense Forms as appropriate.

Travel: Serve as the Department's main contact for faculty, student, and visitor travel. Create VE5 documents in DEFINE prior to travel and create VP5 travel reimbursement documents. Work with Accountant to ensure accurate processing.

Room Reservations: Responsible for assisting individuals with reserving ELP classrooms for non-class related events. Maintain ELP-controlled classrooms and spaces to keep them ready for academic use.

Inventory: Assist Senior Administrative Manager with departmental equipment inventory.

Additional tasks: Assist the Senior Administrative Manager with tasks and projects as needed. Support other Department Administrative Office staff by assisting with various projects. Other related duties as assigned.

Required Qualifications

Bachelor's degree and one year of experience at the Administrative Assistant level, or high school graduation or GED, and five years of clerical experience, including one year of experience at the Administrative Assistant level. Strong interpersonal and problem-solving skills. Excellent oral and written communication skills. Ability to work independently and as part of a team. Ability to interact and maintain productive working relationships with a diverse population of faculty, staff, and students and maintain a positive and professional demeanor.

Ability to assess workload, prioritize tasks, and meet deadlines to successfully manage concurrent projects for multiple areas with accuracy. Experience with MS Office suite. Ability to learn quickly and be flexible. Experience arranging events.  Experience taking ownership of projects and seeing them through to successful completion. Ability to undertake and complete tasks with minimal supervision and exhibit individual initiative in meeting the functions of the position.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

More than two years of experience at the Administrative Assistant level. More than one year as an Administrative Associate. Experience using UT mainframe accounting system. Proficient in Excel.

Salary Range

$48,000 + depending on qualifications

Working Conditions

Typical office environment

Use of manual dexterity

Repetitive use of a keyboard at a workstation

Pushing, pulling and moving up to 50 pounds

Required Materials

Resume/CV

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

Letter 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 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 questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

----

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.

----

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.

----

Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

----

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.

----

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.

----

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.

----

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]

----

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.