Administrative Associate

Job Posting Title:

Administrative Associate

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Hiring Department:

Curriculum and Instruction

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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 Until Aug 31, 2026

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Location:

AUSTIN, TX

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Job Details:

General Notes

 The Institute for Public School Initiatives (IPSI) is a center within the College of Education at The University of Texas at Austin. In support of the mission of the college which is focused on addressing responding to pressing challenges in education and health, IPSI commits resources and services to preparing students to achieve their academic potential; helps students and families increase their college awareness, readiness, and success; and provides educators and leadership with high-quality professional learning by designing and facilitating rigorous, engaging professional development content. The university provides employees a competitive benefits package that includes health insurance (premiums covered 100% for full-time benefits-eligible employees), retirement plans, and paid leave, in addition to other programs and services. 

This position is fixed-term, and the expected end date is August 31, 2026, with the possibility of renewal and extension of the appointment depending on funding and performance.

Purpose

The Administrative Associate will support the director and program staff in the daily operations and functions of the UT Reset and Reimagine (R2) GEAR UP grant. The position will also be responsible for entering match/in-kind data for multiple GEAR UP grants.

Responsibilities

• Function 1: Provide assistance to the Director and program staff as needed. Schedule and coordinate services for in-person and virtual meetings. Set up conference calls.

• Function 2: Arrange travel for employees and non-employees, including flight, hotel, and rental car accommodations. Process and track reimbursements for business trips and training sessions for grant staff.

• Function 3: Draft and edit correspondence, proposals, and reports. Perform administrative duties, including responding to telephone and email inquiries, ordering supplies, and shipping materials.

• Function 4: Create and track VP2 invoice payments, coordinating working lunches including creation of Official Occasion Expenses form (OOEF) and payment on VPE, soliciting bids, creating and processing purchase orders (POs), UT Market purchasing, reconciliation, and shipping. Review, process, and reconcile invoices from vendors. Ensure sufficient and appropriate funds in accounts and subaccounts.

• Function 5: Coordinate logistics for events and staff trainings, including meeting space, hotel arrangements, food, AV, registration, and rooming lists. Register program staff for conferences.

• Function 6: Enter match/in-kind data for multiple GEAR UP grants.

• Function 7: Assist with organizing applications and interview scheduling, onboarding new employees, monitoring compliance training, and processing annual employment letters.

• Function 8: Other duties as assigned.

Required Qualifications

• Diploma (High School) or GED and at least 5 years of clerical experience; or Bachelor’s degree and at least 1 year of experience at the Administrative Assistant level

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Experience currently or previously working at The University of Texas at Austin. Prior experience with GEAR UP and/or federal grants.

Salary Range

$50,000 + depending on qualifications

Working Conditions

• May work around standard office conditions with repetitive use of a keyboard at a workstation.

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 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<