Administrative Associate

University of Texas at Austin; United States; On-site; USD 50,000 - 61,000; Full time

Job summary

University of Texas at Austin is seeking an Administrative Associate for the School of Civic Leadership. This role provides administrative, operational, logistical, and financial-processing support and serves as the primary contact for faculty administrative requests.

You will manage front desk duties, travel arrangements, honoraria and guest payments, purchasing backups, and maintain tracking systems. The position supports events, meetings, and internal communication within a fast-paced

Qualifications

• Bachelor’s degree and at least one year of administrative, program, business, higher education, or related professional experience.
• Strong organizational skills with demonstrated ability to manage multiple assignments, deadlines, records, and priorities accurately.
• Excellent written and verbal communication skills and ability to interact professionally with faculty, staff, students, visitors, and external partners.
• Experience supporting administrative functions such as scheduling, travel, events, purchasing, record-keeping, or similar processes.
• Proficiency with common office productivity and collaboration tools and ability to learn new administrative systems.
• Ability to exercise discretion, maintain confidentiality, follow established procedures, and recognize when matters require escalation.
• Ability to work independently and collaboratively in a fast-paced environment, maintain dependable on-site front desk coverage throughout the assigned work schedule, and balance reception needs with other administrative priorities.

Responsibilities

• Provide consistent daily front desk coverage; greet and assist faculty, staff, students, and visitors; respond to inquiries; manage correspondence and scheduling; and route requests appropriately.
• Coordinate routine faculty and visitor travel, including collecting traveler information, arranging airfare and lodging, and assisting with travel authorizations and reimbursements.
• Support honoraria and guest payments by collecting required documentation, communicating with recipients, and preparing materials for processing.
• Serve as backup to the Senior Administrative Associate for faculty purchasing, including books, supplies, and event materials. Assist with Procard reconciliation by collecting receipts and preparing documentation for review.
• Maintain Faculty Affairs tracking systems, process Student Associate request sheets, and follow up on outstanding requests.
• Update the Faculty Affairs SharePoint page and prepare related event emails under the direction and review of the Senior Administrative Associate for Business Affairs & Faculty Affairs.
• Assist with logistics for faculty conferences, job talks, guest visits, and other academic events. Complete assigned tasks related to reservations, catering, materials, setup, hospitality, and on-site support.
• Assemble itineraries and visitor packets using established templates, incorporating confirmed schedules, travel details, and other visit information.
• Maintain office supplies, organize shared spaces, prepare meeting and visitor areas, and keep contact lists and office procedures current.
• Work with SCL staff and University offices to complete routine administrative tasks. Assist with Student Associate workflow and Faculty Affairs projects under the Senior Administrative Associate’s direction.
• Perform other related duties as assigned.

Skills

Organizational skills

Communication skills

Administrative support experience

Office software

Discretion and confidentiality

Teamwork

Education

Bachelor’s degree

Tools

DEFINE

UT Market

SmartSheet

University travel systems

Job description

Job Posting Title: Administrative Associate

Hiring Department: School of Civic Leadership

Position Open To: All Applicants

Weekly Scheduled Hours: 40

FLSA Status: Non-Exempt from FLSA

Earliest Start Date: Nov 02, 2026

Position Duration: Expected to Continue

Location: UT MAIN CAMPUS

Job Details

General Notes

Established in 2023, the School of Civic Leadership at The University of Texas at Austin is a community of scholars and students dedicated to studying the foundational ideas and institutions of a free society, with the goal of advancing human flourishing. We value independent thought, civil discourse, reasoned deliberation, and intellectual curiosity as we prepare to meet the challenges of the present and sustain the blessings of liberty for future generations.

Upholding the University’s motto—Disciplina Praesidium Civitatis, "Education is the guardian genius of democracy",—we advance The University of Texas at Austin’s mission to achieve excellence in education, research, and public service.

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

competitive health benefits, retirement programs, paid leave, professional development opportunities, tuition assistance, and access to University resources and services.

Purpose

The faculty affairs administrative associate provides administrative, operational, logistical, and financial-processing support for Faculty Affairs within the School of Civic Leadership. This role will be the primary point of contact for all faculty administrative requests.

Responsibilities

• Provide consistent daily front desk coverage; greet and assist faculty, staff, students, and visitors; respond to inquiries; manage correspondence and scheduling; and route requests appropriately.

• Coordinate routine faculty and visitor travel, including collecting traveler information, arranging airfare and lodging, and assisting with travel authorizations and reimbursements.

• Support honoraria and guest payments by collecting required documentation, communicating with recipients, and preparing materials for processing.

• Serve as backup to the Senior Administrative Associate for faculty purchasing, including books, supplies, and event materials. Assist with Procard reconciliation by collecting receipts and preparing documentation for review.

• Maintain Faculty Affairs tracking systems, process Student Associate request sheets, and follow up on outstanding requests.

• Update the Faculty Affairs SharePoint page and prepare related event emails under the direction and review of the Senior Administrative Associate for Business Affairs & Faculty Affairs.

• Assist with logistics for faculty conferences, job talks, guest visits, and other academic events. Complete assigned tasks related to reservations, catering, materials, setup, hospitality, and on-site support.

• Assemble itineraries and visitor packets using established templates, incorporating confirmed schedules, travel details, and other visit information.

• Maintain office supplies, organize shared spaces, prepare meeting and visitor areas, and keep contact lists and office procedures current.

• Work with SCL staff and University offices to complete routine administrative tasks. Assist with Student Associate workflow and Faculty Affairs projects under the Senior Administrative Associate’s direction.

• Perform other related duties as assigned.

Required Qualifications

• Bachelor’s degree and at least one year of administrative, program, business, higher education, or related professional experience.

• Strong organizational skills with demonstrated ability to manage multiple assignments, deadlines, records, and priorities accurately.

• Excellent written and verbal communication skills and ability to interact professionally with faculty, staff, students, visitors, and external partners.

• Experience supporting administrative functions such as scheduling, travel, events, purchasing, record-keeping, or similar processes.

• Proficiency with common office productivity and collaboration tools and ability to learn new administrative systems.

• Ability to exercise discretion, maintain confidentiality, follow established procedures, and recognize when matters require escalation.

• Ability to work independently and collaboratively in a fast-paced environment, maintain dependable on-site front desk coverage throughout the assigned work schedule, and balance reception needs with other administrative priorities.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Experience working in a university, public-sector, or similarly complex administrative environment.

• Knowledge of The University of Texas at Austin or UT System business policies and administrative procedures.

• Experience supporting faculty or academic programs and coordinating travel, purchasing, reimbursements, events, or guest visits.

• Experience with DEFINE, UT Market, SmartSheet, University travel systems, or comparable administrative platforms.

• Experience with procurement documentation, reconciliation, records management, or business continuity processes.

• Strong attention to detail, professional judgment, follow-through, and commitment to responsive service.

Salary Range

$55,000

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

A criminal history background check will be required for finalist(s) under consideration for this position.

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

E-Verify

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.