Senior Administrative Associate - job 1 of 3

Job Posting Title:

Senior Administrative Associate

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Hiring Department:

Community Engagement

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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:

Sep 29, 2025

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Position Duration:

Expected to Continue

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Location:

AUSTIN, TX

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Job Details:

Purpose

The Senior Administrative Associate will provide administrative support for all stakeholders of the work of the Office of Community Engagement.

Responsibilities

• Serve as key administrative support member by addressing tasks including, but not limited to handling transactions, managing and processing reimbursements, assisting with contracts and other agreements, assisting purchasing through UT Market-Today's Business Solutions and Amazon, processing reimbursements and travel for OCE staff.
• Support programming and special events in community engagement units and the Office of Community Engagement (OCE) that promote the creation of reciprocal partnerships. Undertake logistical tasks for programming in the units including, but not limited to, keeping unit calendars, assisting with coordinating meetings, recording notes, arranging room reservations and catering, and assisting with keys for the unit. Interpret UT policy and procedures.
• Support student participants of Living Learning Community, Home to Texas, Archer, and other signature programs by advising them regarding their eligibility to participate in programs, coordinating student schedules, and assisting in interfacing with financial aid for scholarships and other financial matters. Support student workers by ensuring their appointments, training them on appropriate administrative processes, and overseeing timely payment of paychecks.
• Serve as steward of the Chase Building by undertaking duties including, but not limited to, managing reception area, greeting visitors, answering main OCE phone line, assisting callers and walk-in traffic, receiving deliveries, ordering supplies, picking up and distributing office mail, submitting work orders, working with building manager to make recommendations for repair or maintenance.
• Other related functions as assigned, including support as needed for the Experiential Learning team in Academic Affairs.

Required Qualifications

• Bachelor's degree and three years of experience at the Administrative Assistant level, or high school graduation or GED, and seven years of clerical experience, including one year of experience at the Administrative Assistant level. (Equivalent combination of education and experience may be substituted.)
• At least one year of experience performing complex administrative functions.
• Prior experience using systems and applications common to the University of Texas at Austin business operations, including proficiency in using Excel.
• Experience with planning, budgeting, and executing small to mid-sized events, including vendor coordination.
• Excellent verbal and written communication skills.
• Excellent organizational skills. Demonstrated ability to determine and manage priorities, manage multiple projects at once, and meet deadlines.
• Demonstrated excellent attention to detail.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Experience interfacing directly with a wide range of stakeholders, including students, student workers, staff, faculty, and partners in communities. Knowledge of UT policies and procedures.

Salary Range

$55,000

Working Conditions

• Work to be performed in typical office environment

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:

• 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.