Administrative Associate, Dean’s Office, Moody College of Communication

Job Posting Title:

Administrative Associate, Dean’s Office, Moody College of Communication

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Hiring Department:

Moody College of Communication

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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 from FLSA

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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:

Purpose

Acts as the primary receptionist and provides a broad range of administrative support for the Moody College Deans Office.

Responsibilities

• Serve as front desk receptionist, including greeting visitors and managing phone communications.
• Provide operational and administrative support aligned to priorities coordinated through the Executive Assistant.
• Support execution of Dean’s Office workflows, ensuring timely completion of tasks and logistical readiness.
• Maintain a professional and welcoming office environment.
• Process room reservations overseen by the Dean’s Office.
• Provide support for meetings, including room setup and breakdown.
• Process parking requests and office logistics.
• Maintain office lists, supplies, and inventory.
• Process vouchers, payments, and purchase orders.
• Sort and distribute mail and communications.
• Assist with special projects and administrative needs.

• Other related duties as assigned.

Required Qualifications

• Bachelor's Degree with one year of experience at the Administrative Assistant level or a High School Diploma and five years of administrative experience.

• Strong organizational and communication (verbal and written) skills.

• Demonstrated ability to successfully work independently and collaborate with a team.

• Proficient in Microsoft Office.

• Excellent customer service skills, organizational skills, and ability to problem solve. 

• Must be able to work well managing deadlines on a daily basis. 

• High degree of professionalism and ability to manage sensitive information.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Bachelor's degree and over one year of administrative experience.

• Familiarity with the University’s financial policies and procedures.

• Experience using DEFINE, the University’s financial management software.

• Experience with calendaring software and platforms, which may include Microsoft Outlook, Doodle, etc.

Salary Range

$54,000 + depending on qualifications

Working Conditions

• Typical professional office environment.
• This position is a combination of working on campus and working remotely.
• Some evening and weekend hours are required.
• Occasional travel is required to donor and alumni events outside of Austin

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 be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded.  Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

Regular staff who have been employe