Administrative Associate

Job Posting Title:

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Hiring Department:

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Position Open To:

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Weekly Scheduled Hours:

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FLSA Status:

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Earliest Start Date:

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Position Duration:

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Location:

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Job Details:

General Notes

Established in 2023, the School of Civic Leadership at The University of Texas at Austin is a community of scholars and students dedicated to studying the foundational ideas and institutions of a free society, with the goal of advancing human flourishing. We value independent thought, civil discourse, reasoned deliberation, and intellectual curiosity as we prepare to meet the challenges of the present and sustain the blessings of liberty for future generations.

Upholding the University’s motto—Disciplina Praesidium Civitatis, “Education is the guardian genius of democracy”—we advance The University of Texas at Austin’s mission to achieve excellence in education, research, and public service.

The University of Texas at Austin provides an outstanding benefits package to staff, including:

competitive health benefits, retirement programs, paid leave, professional development opportunities, tuition assistance, and access to University resources and services.

Purpose

The faculty affairs administrative associate provides administrative, operational, logistical, and financial-processing support for Faculty Affairs within the School of Civic Leadership. This role will be the primary point of contact for all faculty administrative requests.

Responsibilities

• Provide consistent daily front desk coverage; greet and assist faculty, staff, students, and visitors; respond to inquiries; manage correspondence and scheduling; and route requests appropriately.

• Coordinate routine faculty and visitor travel, including collecting traveler information, arranging airfare and lodging, and assisting with travel authorizations and reimbursements.

• Support honoraria and guest payments by collecting required documentation, communicating with recipients, and preparing materials for processing.

• Serve as backup to the Senior Administrative Associate for faculty purchasing, including books, supplies, and event materials. Assist with Procard reconciliation by collecting receipts and preparing documentation for review.

• Maintain Faculty Affairs tracking systems, process Student Associate request sheets, and follow up on outstanding requests.

• Update the Faculty Affairs SharePoint page and prepare related event emails under the direction and review of the Senior Administrative Associate for Business Affairs & Faculty Affairs.

• Assist with logistics for faculty conferences, job talks, guest visits, and other academic events. Complete assigned tasks related to reservations, catering, materials, setup, hospitality, and on-site support.

• Assemble itineraries and visitor packets using established templates, incorporating confirmed schedules, travel details, and other visit information.

• Maintain office supplies, organize shared spaces, prepare meeting and visitor areas, and keep contact lists and office procedures current.

• Work with SCL staff and University offices to complete routine administrative tasks. Assist with Student Associate workflow and Faculty Affairs projects under the Senior Administrative Associate’s direction.

• Perform other related duties as assigned.

Required Qualifications

• Bachelor’s degree and at least one year of administrative, program, business, higher education, or related professional experience.

• Strong organizational skills with demonstrated ability to manage multiple assignments, deadlines, records, and priorities accurately.

• Excellent written and verbal communication skills and ability to interact professionally with faculty, staff, students, visitors, and external partners.

• Experience supporting administrative functions such as scheduling, travel, events, purchasing, record-keeping, or similar processes.

• Proficiency with common office productivity and collaboration tools and ability to learn new administrative systems.

• Ability to exercise discretion, maintain confidentiality, follow established procedures, and recognize when matters require escalation.

• Ability to work independently and collaboratively in a fast-paced environment, maintain dependable on-site front desk coverage throughout the assigned work schedule, and balance reception needs with other administrative priorities.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Experience working in a university, public-sector, or similarly complex administrative environment.

• Knowledge of The University of Texas at Austin or UT System business policies and administrative procedures.

• Experience supporting faculty or academic programs and coordinating travel, purchasing, reimbursements, events, or guest visits.

• Experience with DEFINE, UT Market, SmartSheet, University travel systems, or comparable administrative platforms.

• Experience with procurement documentation, reconciliation, records management, or business continuity processes.

• Strong attention to detail, professional judgment, follow-through, and commitment to responsive service.

Salary Range
$55,000

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

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Employment Eligibility:

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Retirement Plan Eligibility:

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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 anequal 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 originaldocuments 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 inHOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You mayaccess the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.