Administrative Associate

Job Posting Title:

Administrative Associate

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Hiring Department:

Office of the Vice President of People and Talent

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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 Human Resources department serves as a strategic partner by providing professional and organizational human resource solutions to the campus that attract, engage and develop employees. For more information on the Human Resources department, please visit: https://hr.utexas.edu/

Your skills will make a difference.

You’ll be working for a university that is internationally recognized for our academic programs and research. 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, with employer matching funds
• 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 a full-time basis for any employer without sponsorship.

Purpose

The Administrative Associate reports directly to the Director of the Human Resources Service Center (HRSC) and plays a key role in supporting both the Director and the HRSC team. This position is essential to ensuring the smooth operation of daily administrative functions, front desk management, and internal coordination within the HRSC. The role supports a flexible work schedule, allowing for remote work one day per week, while maintaining in-person collaboration to ensure seamless front desk coverage and operational support.

As a primary point of contact for staff, visitors, and external inquiries, the Administrative Associate provides professional and responsive service, manages logistical tasks, and oversees critical office functions. The role includes responsibility for coordinating departmental events, maintaining personnel records, processing requests, and supporting compliance with HR policies and procedures. This individual will independently manage administrative workflows, handle sensitive information, and contribute to ongoing process improvements that enhance team efficiency.

The ideal candidate will demonstrate exceptional organizational skills, the ability to prioritize multiple tasks, and a solid understanding of human resources operations. This position offers the opportunity to work collaboratively in a dynamic, team-oriented environment, providing valuable support to HR leadership and contributing to the HRSC’s overall success.

Responsibilities

• Serve as the primary point of contact for lobby operations. Ensure a professional and welcoming environment. Manage lobby setup and visual displays. Handle voicemails, ServiceNow tickets, and general inquiries. Escalate urgent requests to the Director or specialized teams as needed.
• Provide administrative support to the Director and Team lead staff. Research, compile, and organize data for projects and programs. Draft correspondence, format documents, and prepare presentations. Respond to ad hoc requests from senior leadership.
• Compile and distribute weekly ServiceNow reports. Troubleshoot system bugs and report to senior staff. Recommend process improvements in collaboration with Centr