Administrative Associate - Academic Affairs at Steve Hicks School of Social Work

Job Posting Title:

Administrative Associate - Academic Affairs at Steve Hicks School of Social Work

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Hiring Department:

School of Social Work

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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:

Jun 30, 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

The Steve Hicks School of Social Work, ranked among the top10 programs of social work education in the country, values high-level scholarship, innovative teaching and commitment to service.  Our mission is to promote social and economic justice, alleviate critical social problems and enhance human well-being.

About UT Austin: The University of Texas at Austin, founded in 1883, ranks among the 40 best universities in the world with top national programs across 18 colleges and schools. The university is an enduring symbol of the spirit of Texas, driving economic and social progress while serving the city, state, nation and world as a leading center of knowledge and creativity. Our work is inspired by the bold spirit of Texas and our commitment to its people.

Learn more about UT Austin’s mission and values, leadership and strategic plan.

Benefits package: 

• 100% employer-paid basic medical coverage 
• Retirement contributions 
• Paid vacation and sick time  
• Paid holidays  
• For more Total Rewards click here

This job description may not be inclusive of all assigned duties, responsibilities, or aspects of the job described. Even if you don't qualify or have specific experience in every facet of this role, we encourage you to apply for any role you're personally interested in and excited to drive positive change.

Purpose

The Administrative Associate for Academic Affairs supports academic operations and administrative functions within the School of Social Work. Key responsibilities include assisting with course scheduling, syllabus management, accreditation support, and maintaining course and faculty records. The role also provides direct administrative support to the Associate Dean, including calendar management, travel coordination, meeting support, and deadline tracking.

Responsibilities

• Academic Affairs support : Assist the Associate Dean and program deans with the course scheduling process, including preparing and gathering teaching preferences in Qualtrics, emailing faculty their course assignment/invitation, updating the course list, disseminating accepted invitations to the scheduling group, requesting classrooms and finalizing course room scheduling. Assist the Associate Dean for academic affairs by collecting course syllabi, proofread for errors, and upload to UT website. Maintain the syllabi archive on School website, including responding to syllabi requests. Assist with Course Instructor Survey maintenance, administration, and notification of deadlines. Assist the Director of Adjunct Affairs and the Director of Academic Initiative with maintaining the adjunct faculty email listserv and coordinating the semester adjunct faculty meeting. Provide administrative support related to assessment and accreditation as directed by the Associate Dean including tracking and updating program data.

• Administrative support to the Associate Dean for Academic Affairs: To include travel arrangements/reimbursement; managing calendar and meeting schedules, screening and distributing mail, drafting and editing correspondence; taking meeting minutes/notes; attending weekly Academic Programs and Student Services meetings and providing ongoing support to academic programs and student services. Maintain tracking systems for deadlines, meetings, project timelines, and task assignments. Send reminders or updates based on tracking systems to ensure timely completion of deliverables.

• General Administrative Support: This position will also collaborate c