Job Posting Title:

Senior Administrative Associate – Academic Affairs

----

Hiring Department:

Academic Affairs

----

Position Open To:

All Applicants

----

Weekly Scheduled Hours:

40

----

FLSA Status:

Non-Exempt

----

Earliest Start Date:

Aug 04, 2025

----

Position Duration:

Expected to Continue

----

Location:

UT MAIN CAMPUS

----

Job Details:

Purpose

The Senior Administrative Associate provides high-level operational and administrative support to the Academic Affairs portfolio, working closely with leadership, departmental staff, and campus partners to support a range of functions. The position will provide flexible support across the portfolio, stepping in as needed to assist with special projects and operational and administrative needs.

Responsibilities

Operational Support:

Oversee logistical needs related to space management. Provide direct support for office moves, including coordination of logistics and timelines.Oversee general in-office operations of assigned units; order and maintain inventory of supplies, ensure shared meeting spaces are kept in working order, track and accept deliveries to the office, and run errands as needed.Submit and manage facilities-related requests for assigned offices, track and communicate resolutions in a timely manner.Support purchasing, operational setup, and inventory coordination for new and departing staff, in collaboration with CBS-HR.

Administrative Support:

Serve as a liaison to the Central Business Services team and other university offices to submit and track requests related to procurement, payments, travel reimbursements, and HR items for supported departments.Maintain and regularly update departmental knowledge management systems and mailing lists.Assist with special projects and individual or collective department initiatives as needed.

Executive Level Support:

Manage calendars for assigned AVPs/unit leaders.Coordinate meetings, including scheduling, logistics, preparations of materials, and record minute notes as needed.Arrange travel for assigned leadership team members, including booking, itinerary planning, and coordination of arrangements for visitors of the applicable unit.

Event Management:

In collaboration with the Academic Affairs Executive Assistant, support coordination across AA departments for All Staff Meetings, cross-unit trainings, and events.Assist with planning and facilitating leadership meetings and retreats, incorporating input from members of the AA leadership team.Coordinate staff development activities for applicable units.

Required Qualifications

Bachelor’s degree and at least 3 years of experience at the Administrative Assistant or Administrative Associate level; or high school graduation or GED and at least 7 years of clerical experience at the Administrative Assistant or Administrative Associate level. Superior organizational, interpersonal, and analytical skills. Ability to take initiative and prioritize tasks. Excellent time-management and problem-solving skills. Ability to collaborate and work effectively with other staff. Demonstrated ability to perform as an effective team member. Superior writing skills. Excellent customer service skills. Ability to work with varied portfolio stakeholders. Awareness and respect for, and flexibility in dealing with, competing constituencies. Ability to handle multiple projects in a fast-paced environment with frequent interruptions. Proficiency with Microsoft Excel and Word. Aptitude to learn new software systems. Experience performing complex administrative functions.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

More than the listed years of experience. Experience with UT Austin administrative systems and processes. Experience managing meetings and events, including planning logistics of scheduling, catering, identifying programming, etc.

Salary Range

$53,000 + depending on qualifications

Working Conditions.

Work to be conducted in typical office environment

Required Materials

Resume/CV

3 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 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.