Administrative Associate, File Review and Innovative Processing - Office of Admissions

Job Posting Title:

Administrative Associate, File Review and Innovative Processing - Office of Admissions

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Hiring Department:

Enrollment Management

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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:

Aug 01, 2025

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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

Our goal is to recruit and support staff and students with a wide range of backgrounds, ideas, and viewpoints. Must be eligible to work in the United States on a full-time basis for any employer.

Job Details

This position is typically Monday through Friday; however, some weekend, holiday, evenings and early mornings are required at different times of the year. 

UT Austin offers a competitive benefits package that includes:   

• 100% employer-paid basic medical coverage   
• Retirement contributions 
• Paid vacation and sick time 
• Paid holidays 

Please visit our Human Resources (HR) website to learn more about the total benefits offered.  

Purpose
The Administrative Associate for File Review and Innovative Processing provides critical administrative support to the Office of Admissions' holistic review operations. This role coordinates onboarding and payroll for external application readers, maintains assignment and workflow tracking, and assists with quality control processes. Additionally, the position supports the Directors of Processing and Compliance, Training, and Scholarships by managing logistics, documentation, and materials used during the admissions review cycle.

Responsibilities

• Track reader assignments, access permissions, and progress to ensure all readers have appropriate system access, and that workloads are distributed efficiently. Assist with resolving access or workflow issues in coordination with IT support.
• Monitor and process time reporting and payroll documentation for external readers, ensuring accuracy, timeliness, and compliance with university policies and procedures. Serve as a liaison with HR and payroll offices. Manage Student Employees to assist with general office needs as well as specific tasks in support of Compliance, Training, Scholarships, and Processing.
• Provide general administrative support to the Directors of Processing and Compliance, Training, and Scholarships, including meeting coordination, document preparation, supply ordering, and file organization.
• Coordinate the administrative onboarding and hiring process for seasonal and part-time holistic application readers, including gathering documentation, facilitating background checks, and tracking onboarding progress.
• Assist with the preparation and distribution of review materials, training content, and procedural updates.
• Support quality control efforts by helping to identify missing or incomplete materials and coordinating with processing staff to resolve discrepancies in application files.
• Serve as a point of contact for reader inquiries, providing timely assistance or escalation to the appropriate staff member as needed. ​
• Other duties as assigned.

Required Qualifications

• At least 3 years of clerical experience with a High School Diploma/GED or at least 1 year of experience at the Administrative Assistant level with an Associate’s Degree or Bachelor's Degree. 
• Demonstrated organizational skills and attention to detail with a focus on time management.  
• Demonstrated ability to multi-task and handle concurrent projects with accuracy, diplomacy and discretion under the pressure of deadlines. 
• Proficient and comfortable working independently on computers and with a variety of applications, including online file sharing, email for communication, etc.  
• Strong oral and written communication skills.
• Ability to exercise judgement and discretion, as well as maintaining security and confidentiality, particularly in matters related to sensitive or confidential information, including, but not limited to: student records, personnel, training & training materials, etc. 
• Experience with Microsoft Office (Outlook, Excel, Word, PowerPoint, etc.) 
• Capable of working in an environment with rapidly changing priorities. 
• Profes