Senior Administrative Associate – Academic Affairs

Job Posting Title:

Senior Administrative Associate – Academic Affairs

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Hiring Department:

Academic Affairs

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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 04, 2025

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

Purpose

The Senior Administrative Associate provides high-level operational and administrative support to the Academic Affairs portfolio, working closely with leadership, departmental staff, and campus partners to support a range of functions. The position will provide flexible support across the portfolio, stepping in as needed to assist with special projects and operational and administrative needs.

Responsibilities

Operational Support:

• Oversee logistical needs related to space management. Provide direct support for office moves, including coordination of logistics and timelines.
• Oversee general in-office operations of assigned units; order and maintain inventory of supplies, ensure shared meeting spaces are kept in working order, track and accept deliveries to the office, and run errands as needed.
• Submit and manage facilities-related requests for assigned offices, track and communicate resolutions in a timely manner.
• Support purchasing, operational setup, and inventory coordination for new and departing staff, in collaboration with CBS-HR.

Administrative Support:

• Serve as a liaison to the Central Business Services team and other university offices to submit and track requests related to procurement, payments, travel reimbursements, and HR items for supported departments.
• Maintain and regularly update departmental knowledge management systems and mailing lists.
• Assist with special projects and individual or collective department initiatives as needed.

Executive Level Support:

• Manage calendars for assigned AVPs/unit leaders.
• Coordinate meetings, including scheduling, logistics, preparations of materials, and record minute notes as needed.
• Arrange travel for assigned leadership team members, including booking, itinerary planning, and coordination of arrangements for visitors of the applicable unit.

Event Management:

• In collaboration with the Academic Affairs Executive Assistant, support coordination across AA departments for All Staff Meetings, cross-unit trainings, and events.
• Assist with planning and facilitating leadership meetings and retreats, incorporating input from members of the AA leadership team.
• Coordinate staff development activities for applicable units.

Required Qualifications

Bachelor’s degree and at least 3 years of experience at the Administrative Assistant or Administrative Associate level; or high school graduation or GED and at least 7 years of clerical experience at the Administrative Assistant or Administrative Associate level. Superior organizational, interpersonal, and analytical skills. Ability to take initiative and prioritize tasks. Excellent time-management and problem-solving skills. Ability to collaborate and work effectively with other staff. Demonstrated ability to perform as an effective team member. Superior writing skills. Excellent customer service skills. Ability to work with varied portfolio stakeholders. Awareness and respect for, and flexibility in dealing with, competing constituencies. Ability to handle multiple projects in a fast-paced environment with frequent interruptions. Proficiency with Microsoft Excel and Word. Aptitude to learn new software systems. Experience performing complex administrative functions.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

More than the listed years of experience. Experience with UT Austin administrative systems and processes. Experience managing meetings and events, including planning logistics of scheduling, catering, identifying programming, etc.

Salary Range

$53,000 + depending on qualifications

Working Conditions.

• Work to be conducted 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 Re