Senior Administrative Associate

Job Posting Title:

Senior Administrative Associate

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Hiring Department:

Financial and Administrative Services

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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

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

The Financial and Administrative Services office is seeking a detail-oriented and proactive Senior Administrative Associate to join our team. The successful candidate will be responsible for project coordination, facilities and space management, front office operations, handling correspondence, event planning, and maintaining records, all of which are essential for the smooth functioning of the office and alignment with broader organizational objectives. This position is not eligible for remote work.

You’ll be working for a university that is internationally recognized for our academic programs and research. Your work will make a difference in the lives of university staff, thereby enhancing the student experience. If you’re the type of person that wants to know your work has meaning and impact, you’ll like working in our department and for UT Austin. UT Austin provides an outstanding benefits package including but not limited to:

• Competitive health benefits (employee premiums covered at 100%, family premiums at 50%)
• Voluntary Vision, Dental, Life, and Disability insurance options
• Generous paid vacation, sick time, and holidays
• Teachers Retirement System of Texas: a defined benefit retirement plan
• Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b)
• Flexible spending account options for medical and childcare expenses
• Robust free training access through LinkedIn Learning plus professional conference opportunities
• Tuition assistance
• Expansive employee discount program including athletic tickets
• Free access to UT Austin's libraries and museums with staff ID card
• Free rides on all UT Shuttle and Austin CapMetro buses with staff ID card

For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards

Must be authorized to work in the United States on an ongoing, full-time basis for any employer without sponsorship.

Purpose

To provide administrative support to the Office of the Senior Vice President and Chief Financial Officer (SVP/CFO).

Responsibilities

• Provide administrative support to the SVP/CFO, including assisting with project coordination and communication to ensure timely and efficient completion. Gather and organize both internal and external data to support decision-making and reporting in a timely and efficient manner.
• Serve as the liaison between the SVP/CFO and VP/PO departments, reviewing entertainment voucher requests to ensure compliance with university financial policies.
• Oversee facilities management, space logistics, and work requests, including generating inventory or space reports as required.
• Plan, organize, and execute office events and activities, including processing all post-event vouchers and payments.
• Oversee front office operations, including greeting visitors and handling inquiries via phone or email. Handle incoming and outgoing office mail, including sorting, distributing, and ensuring the proper handling of confidential or time-sensitive documents.
• Support document record retention and cleanup initiatives, along with handling other document maintenance requests as needed.
• Develop and document standard operating procedures for routine and repetitive tasks, while staying current with university policies and procedures to ensure staff have easy access to necessary information.
• Manage office supplies, ensuring adequate stock levels and timely procurement of necessary items.
• Monitor and maintain the cleanliness and organization of the office, coordinating with cleaning staff and addressing any cleanliness issues as they arise.

Required Qualifications

• Bachelor’s degree. Three (3) years of experience in a supportive administrative role, including one (1) year of experience at either the Administrative Associate or the Senior Administrative Associate level. Relevant education and experience ma