Senior Administrative Associate - job 1 of 4

Job Posting Title:

Senior Administrative Associate

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Hiring Department:

College of Liberal Arts

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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:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

What benefits do I receive with UT? The university offers an impressive benefits package. For more details on benefits, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/learning-development/resources/employee-experience

For more information about the College of Liberal Arts, please visit:

https://liberalarts.utexas.edu/ 

Our college seeks to build a supportive, growth-minded community and cultivate outstanding and courageous leaders. For more information on the college staff leadership academy, please visit: https://liberalarts.utexas.edu/resources-for-faculty-staff/staff-leadership-academy/ 

For more information on college staff professional development, please visit:

https://wikis.utexas.edu/display/larc/Staff+Professional+Development+Fund 

Purpose

To provide administrative leadership and comprehensive operational support for the department, including oversight of office management, financial processes, human resources administration, and event coordination. The role serves as a primary liaison with college partners, ensures compliance with institutional policies, and manages special projects to advance departmental and academic objectives.

Responsibilities

Administrative Leadership & Office Operations

• Provides high-level administrative support to department leadership, including meeting coordination and preparation of reference materials.
• Makes independent decisions on complex office matters with minimal supervision.
• Determines work priorities and schedules with other office staff, sections, and departments; assigns and coordinates tasks across teams and departments.
• Reviews and edits departmental communications, reports, and publications, and maintains files on other documents. 
• Maintains organized records and files for all ongoing business, finance, operations, projects, and documentation.
• Manages and coordinates purchasing, reconciliation, and all other financial transactions for the unit.
• Assists with other finance-related activities and coordinates with COLA Finance and business services.
• Serves as a liaison for unit with college partners: COLA HR, COLA Finance, and COLA Dean’s office administrative team.
• Counsels leadership on departmental operational matters and represents the office in their absence. 

Human Resources Administration

• Manages recruitment processes, including obtaining approvals, initiating formal requests, and tracking progress.
• Handles staff and student worker hiring, separations, and position changes; prepare offer letters and separation communications.
• Coordinates reclassifications and salary adjustments, including routing for approvals and processing.
• Advises on time and leave policies; assists with timesheet and leave-related issues.
• Supports onboarding and offboarding processes and maintains onboarding materials.
• Assists with other HR-related activities and coordinates with COLA HR.

Event & Project Coordination

• Plans and executes departmental events, meetings, and special initiatives.
• Coordinates logistics including room reservations, catering, agendas, and materials.
• Manages speaker visits, professional development and conference travel and reimbursement, other business and travel arrangements, and special event programming.
• Processes Student Affairs awards, stipends, and scholarship payments for relevant faculty, staff, and students.
• Assists with budget review and compliance for event-related planning and expenditures, including Official Occasion Event Forms and other required procedures.

Academic & Program Support

• Provides backup support for general office operations and front desk management.
• Collaborates on interdepartmental decisions and maintain onboarding resources.
• Provides direct support for special projects for Associate Dean and COLA Student Affairs Leadership team.
• Analyzes and supports requirements for specific projects.

Other related functions as assigned.

Required Qualifications

Bachelor’s degree and at least 3 years of clerical experience, including one year of experience at either the administrative assistant or administrative associate level or high school/GED and 7 years clerical experience, including one year at either the administrative assistant or the administrative associate level. Must be well-organized and detail oriented. Able to adapt/learn new skills as needed to work in a fast-paced environment with minimal supervision.  Excellent written and oral communication.  Experience providing customer service and administrative support.  Professional demeanor, and excellent customer service skills. Must be punctual and reliable.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

More than the required level of clerical experience, experience working with UT Systems (including DEFINE, Workday, FRMS, OOEFs, reimbursements, etc), experience with event planning, knowledge of UT policies and procedures surrounding finance, human resources, and record keeping.  

Salary Range

$53,000 + depending on qualifications

Working Conditions

Typical office environment

Required Materials

• Resume/CV

• 3 professional references
• 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.