Job Posting Title:
Administrative Associate- Student Affairs
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Hiring Department:
School of Civic Leadership
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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 from FLSA
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Earliest Start Date:
Immediately
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Position Duration:
Expected to Continue
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Location:
AUSTIN, TX
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Job Details:
General Notes
Established in 2023 as UT Austin’s newest college, the School of Civic Leadership 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 (Employee premiums covered at 100%; family premiums at 50%)
- Vision, dental, life, and disability insurance options
- Paid vacation, sick leave, and holidays
- Teachers Retirement System of Texas (a defined benefit retirement plan)
- Additional voluntary retirement programs: tax sheltered annuity 403(b) and a deferred compensation program 457(b)
- Flexible spending account options for medical and childcare expenses
- Training and conference opportunities
- Tuition assistance
- Athletic ticket discounts
- Access to UT Austin's libraries and museums
- Free rides on all UT Shuttle and Capital Metro buses with staff ID card
Purpose
The Administrative Associate provides administrative and operational support to the Associate Dean of Student Affairs and the leaders of SCL Recruiting, Career Success, and Admissions and Student Life. This position keeps schedules, information, business processes, and shared projects organized.
Responsibilities
Administrative and executive support
- Coordinate calendars, meetings, and related logistics for the Associate Dean and designated Student Affairs leaders.
- Prepare agendas, meeting materials, briefing documents, and correspondence.
- Monitor incoming communications, respond to routine inquiries, and route matters requiring leadership attention.
- Maintain organized office files and records, exercising discretion with confidential information.
Business and operational coordination
- Track day-to-day budget activity and coordinate purchasing, payments, reimbursements, and other business processes with the SCL Business Office.
- Maintain records and follow up on pending transactions to help ensure timely processing.
- Identify gaps in administrative processes and recommend practical improvements.
Project and meeting support
- Coordinate with colleagues across Student Affairs, the Dean’s Office, the Business Office, Development, and other university units to gather information and move work forward.
- Take notes during weekly department meetings, track decisions and outstanding issues, and follow up on assigned actions.
- Support projects and recurring activities across Recruiting, Career Success, and Admissions and Student Life, including admissions review as needed.
Reporting and communications
- Compile information and prepare reports, summaries, and briefing materials for the Dean’s Office and other stakeholders.
- Help communicate updates and decisions to relevant colleagues with clarity, professionalism, and appropriate judgment.
- Perform other related duties as assigned.
Required Qualifications
- Bachelor’s degree in a related field.
- At least 1 year of experience in an administrative assistant role.
- Experience providing administrative or operational support in a setting with multiple priorities and stakeholders.
- Strong organizational skills and attention to detail, including the ability to track assignments through completion.
- Clear, professional written and verbal communication skills.
- Ability to work independently, research questions, solve routine problems, and recognize when an issue should be escalated.
- Sound judgment and ability to handle sensitive information confidentially.
- Ability to learn new systems and adapt as priorities change.
- Excellent written and verbal communication.
Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
- Demonstrated experience in an administrative support role.
- Experience in higher education or a similarly complex organization.
- Experience supporting multiple leaders or coordinating work across teams.
- Experience with budget tracking, business processes, and preparing reports or briefing materials.
Salary Range
$55,000+ depending on qualifications
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.
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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:
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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.