Administrative Associate

Job Posting Title:

Administrative Associate

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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

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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 

For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards

Purpose

This position provides comprehensive administrative, operational, and facilities support to the School of Civic Leadership, with a primary focus on the effective day-to-day functioning of the Littlefield Home, Littlefield Carriage House, and spaces within Flawn Academic Center. The role serves as a central point of contact for building operations, technology coordination, fiscal processing, and front-office reception. This position plays a critical role in ensuring a well-maintained physical environment, responsive customer service, accurate financial processing, and strong coordination with campus partners and external vendors.

Responsibilities

• Oversee daily facilities and hospitality operations for the Littlefield Home, Littlefield Carriage House, and designated Flawn Academic Center spaces, serving as the primary on-site contact. Manage work orders, inventory (furniture, offices, technology, equipment), office hospitality supplies, and space/calendar requests. Serve as the School of Civic Leadership contact for the UT Space system. Manage small projects and renovations in coordination with PDC, campus partners, and vendors.
• Coordinate office moves, process key and ID access requests, attend building manager meetings, and serve as liaison with campus units including UTPD, ITS, PMCS, Facilities, and Custodial Services. Submit, track, and manage work order requests.
• Provide frontline technology support as the School’s DPUser contact. Coordinate technology purchasing and inventory, manage Adobe access, assist with workstation, printer, and phone setup, and serve as liaison with LAITS and Ricoh. Serve as the DocuSign Unit Contact. (DUC)
• Serve as the front-facing contact for the School, welcoming visitors and managing mail and package distribution with student assistance as needed.
• Perform additional administrative and operational duties as assigned.

Required Qualifications

• Bachelors degree in a related field and 1 year of