Administrative Assistant

Job Posting Title:

Administrative Assistant

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Hiring Department:

Office of Graduate Admissions

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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:

Dec 08, 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

Selection made by committee and hiring supervisor based on review of on-line applications and results of personal interviews. Hiring decision contingent upon applicant clearing security background check. Must be eligible to work in the United States on a full-time basis for any employer without sponsorship. Work schedule will be discussed with supervisor.

Purpose

Assist the director and associate directors in organizing and coordinating the daily operations of the Office of Graduate Admissions to ensure timely processing of credentials. Oversee customer needs and provide information for applicants and graduate departments on all platforms. Coordinate reporting functions and provide information and data as needed.

Responsibilities

• Answer general and specific questions regarding application and admissions via telephone and email; respond to emails for several remote mailboxes; EASI authorizations; place and remove conditions on admission; process fee waivers; resolve exceptions for GMAT, TOEFL, and GRE test scores; merge files; resolve 12th and 4th class day exceptions.

• Provide support to the Director in implementing new procedures or changes to current processes while ensuring adequate turnaround is maintained for 40,000 applications.

• Serve as a primary point of contact and liaison with internal/external stakeholders including Graduate Coordinators, maintaining professionalism and discretion.

• Review web sites of all graduate programs for accuracy and to assure that they have latest information.

• Assist in planning and executing department meetings, retreats and events, including logistics such as catering, facilities coordination and materials preparation. Process purchasing, reimbursements and payment requests in compliance with UT policies and procedures.

• Assist with special projects, coordinating across units and ensuring follow-up on action items.

• Serve as backup support for front desk operations, ensuring visitors are directed to the appropriate staff members and/or UT offices on campus for assistance.

Required Qualifications

High school diploma or GED. Three years of directly related experience with complex administrative functions. Demonstrated adaptability, experience working in a team setting, attention to detail, ability to engage, be motivated in the work environment, both strong written and oral communication, and strong interpersonal communication skills. Ability to display tact and professionalism, work cooperatively in the office environment, and provide excellent customer service. Require minimal supervision and use time efficiently. Respond to requests for service and assistance and meet strict deadlines. Exhibit sound and accurate judgment. Demonstrate persistence and overcome obstacles. Ability to take initiative in working both independently and in cooperation with others. Advanced knowledge of Microsoft Office Suite.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor's degree. Proven ability to analyze issues and offer practical solutions. Extensive experience in a position that demonstrated advanced competency in direct customer service, problem solving, process improvement or related job knowledge. Demonstrated organizational ability, negotiation skills, and work under pressure. Experience in identifying and resolving problems in a timely manner. Experience working in a university environment and assisting individuals from various cultures. Strive to continuously build knowledge and skills. Familiarity with University of Texas administrative systems.

Salary Range

$45,000 + depending on qualifications

Working Conditions

• Work around standard office conditions.

• Repetitive use of a keyboard at a workstation.

• This position is located in Austin, Texas.

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