Senior Administrative Associate

Job Posting Title:

Senior Administrative Associate

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Hiring Department:

Career Success

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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:

Apr 27, 2026

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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
Must be eligible to work in the United States on a full-time basis for any employer.

Position Purpose
The Senior Administrative Associate is an operational anchor for Career Success, owning the day-to-day systems, spaces, and processes that allow the team to deliver consistently for students and employers. This role leads front desk and student employee operations, manages facilities and space across a high-traffic environment, and ensures administrative functions run reliably without requiring close direction. The right person for this role takes pride in a well-run operation, anticipates what the team needs before it’s asked, and holds themselves accountable to a high standard of service and professionalism.

Responsibilities

- Front Desk and Student Employee Operations

• Hire, onboard, train, schedule, and supervise full-time front desk staff and student Career Associates to ensure consistent, high-quality front desk and reception coverage.
• Serve as primary backup coverage for the front desk, ensuring continuity of operations during absences or peak periods.
• Develop, document, and maintain front desk and reception procedures, including visitor check-in, phone coverage, mail handling, and general inquiries.
• Assign meaningful projects to student employees that support operational priorities while ensuring reliable daily coverage.
• Recognize patterns in day-to-day operations and bring relevant context to supervisor to inform next steps.
• Provide ongoing training, coaching, and performance feedback to both full-time and student staff to promote accountability, skill development, and service excellence.

- Administrative and Office Operations

• Monitor operational workflows and flag recurring issues and coordinate with appropriate team members to address them.
• Manage office inventory and supplies, including recruiter facing lounges.
• Process orders via UT Market, Amazon, and other vendors.
• Receive, distribute, and track mail and deliveries.
• Maintain office organization, storage areas, and shared equipment.
• Coordinate ITS and additional Facilities Services requests for daily operations and events.
• Support onboarding of new Career Success staff (workspace setup, equipment, listservs, keys/badging).

- Facilities, Space, and Building Operations

• Serve as the primary Career Success liaison to Facilities Services and building management.
• Anticipate space and facilities needs in advance of high-traffic periods, employer visits, and large-scale events, coordinating proactively with other occupant stakeholders, facilities, security, and building management to ensure readiness.
• Manage day-to-day operations of classrooms, meeting rooms, interview rooms, and employer facing spaces.
• Administer the online room and space reservation system.
• Submit, track, and follow up on facilities work orders (repairs, custodial requests, furniture moves, storage).
• Coordinate keys, badging, and BACS access based on staff and program needs.
• Partner with other suite administrators to maintain shared spaces (kitchens, common areas, storage).

- Event, Program, and Classroom Support

• Coordinate logistics for events, programs, and meetings.
• Order catering and manage delivery, setup, and takedown.
• Submit event and room setup requests to Facilities Services.
• Coordinate accessibility accommodations with Disability & Access (D&A).
• Provide basic classroom and conference room technology setup and troubleshooting.

- Employer Facing Space and Resource Support

• Manage employer lounges and related spaces to ensure they are clean, stocked, and ready for use.
• Monitor recruiter facing amenities and coordinate restocking and custodial support.
• Serve as a logistical point of contact for employer on‑site needs.

- Communication and Systems Support

• Manage Career Success listservs and distribution lists.
• Support administrative systems related to scheduling, space usage, and coordination.

- Additional Duties as Assigned

Required Qualificati