Administrative Associate

Job Posting Title:

Administrative Associate

----

Hiring Department:

School of Civic Leadership

----

Position Open To:

All Applicants

----

Weekly Scheduled Hours:

40

----

FLSA Status:

Non-Exempt

----

Earliest Start Date:

Immediately

----

Position Duration:

Expected to Continue

----

Location:

AUSTIN, TX

----

Job Details:

General Notes

The University of Texas at Austin’s School of Civic Leadership prepares a rising generation to thrive in life and in service to others.  SCL is home to a community of scholars and students who draw on the Western tradition and American constitutionalism to gain insight on what it takes to live well and lead well.

The University of Texas at Austin provides an outstanding benefits package to staff, including: 

• Competitive health benefits (Employee premiums covered at 100%; family premiums at 50%) 
• Vision, dental, life, and disability insurance options 
• Paid vacation, sick leave, 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 
• Training and conference opportunities 
• Tuition assistance 
• Athletic ticket discounts 
• Access to UT Austin's libraries and museums 
• Free rides on all UT Shuttle and Capital Metro 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 

Purpose

This role will provide comprehensive administrative and operational support to the School of Civic Leadership, with a primary focus on maintaining the functionality and efficiency of the Littlefield Home and Carriage House. This role serves as the first point of contact for the school, manages procurement and financial processes, oversees building and technology-related work orders, and ensures smooth coordination of guest services, mail distribution, and travel reimbursements. The position plays a critical role in supporting the school’s day-to-day operations while upholding high standards of service, accuracy, and fiscal responsibility.

Responsibilities

• Manage and process work orders for Littlefield Home and Littlefield Carriage House, ensuring prompt and effective resolution of all building-related inquiries submitted by staff.
• Create purchase orders for the School of Civic Leadership, ensuring meticulous tracking, timely updates, and proactive communication with relevant vendors.
• Act as initial point of contact for the School of Civic Leadership, overseeing the management of front-door inquiries, providing assistance to guests upon arrival, and responding to questions related to the school’s operations. Additionally, act as the designated recipient of mail, supervise the organization of the mailroom, and ensure the efficient distribution of mail.
• Process travel reimbursements for faculty, staff, and guests within the School of Civic Leadership, remaining current on university travel protocols and facilitating communication as needed.
• Collaborate with the Administrative Manager to procure technology resources for new faculty and staff, ensuring alignment with organizational needs.
• Facilitate secure financial deposits to the Tower as required.
• Procure office and hospitality supplies for both Littlefield Home and Littlefield Carriage House through Amazon and UT Market. Maintain cost-efficiency, actively track spending and stay abreast of budget implications and notify chief business officer when necessary.

Required Qualifications

• Bachelors degree with one year of administrative experience.
• Proficient in Microsoft office
• Excellent verbal and communication skills
• Able to work independently and collaboratively, customer service mindset.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Two to Four years of UT administrative experience. Experience in UT specific systems such as DEFINE, UT Works, and Contracts Plus.

Salary Range

$56,000+ depending on qualifications

Wo