Administrative Associate, Academic Affairs National Security

University of Texas; Austin, Northern (TX, KY); Hybrid; USD 45,000 - 55,000; Full time

Job description

Administrative Associate – Clements Center Academic Affairs**----****Hiring Department:**Clements Center for National Security**----****Position Open To:**All Applicants**----****Weekly Scheduled Hours:**40**----****FLSA Status:**Non-Exempt from FLSA**----****Earliest Start Date:**Immediately**----****Position Duration:**Expected to Continue**----****Location:**AUSTIN, TX**----****Job Details:**## **General Notes**The Clements Center for National Security, a rapidly growing unit within the University of Texas at Austin, is seeking a detail-oriented Administrative Associate for high-level administrative support of the Academic Affairs team. The Clements Center for National Security at The University of Texas at Austin draws on the best insights of diplomatic and military history with the mission to train the next generation of national security leaders. For more information on The Clements Center, please visit: www.clementscenter.org. ### Your skills will make a difference.You’ll be working for a university that is internationally recognized for our academic programs and research. Your work will contribute to operational excellence and enhance the student experience. If you’re the type of person that wants to know your work has meaning and impact, you’ll like working in our department and for UT Austin. 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 cardFor 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 U.S. on a full-time basis for any employer without sponsorship. This is a full-time benefits-eligible position. ## **Purpose**The position will provide front desk, accounting, and general administrative support for the Clements Center Academic Affairs team, serving as a key point of contact and ensuring smooth day-to-day operations. ## **Responsibilities**### Communication Management and Front Desk Operations* Supports front desk operations, assisting the Academic Affairs Executive Assistant with staffing the front desk directly or scheduling and coordinating student workers to ensure consistent coverage during office hours. Engages directly with the UT and wider community.* Handles incoming and outgoing communications, including emails, phone calls, and walk-in visitors. Provides customer service to faculty, staff, students, and guests.* Prepares routine, well-written correspondence for distribution, including correspondence for the academic affairs leadership and team.* Maintains accurate and professional correspondence logs, files, databases, and other tracking systems as necessary.* Serves as liaison between leadership, staff, and campus partners. ### Faculty and Student Administrative Support* Provides logistical support for a wide range of department activities, such as scheduling meetings, maintaining office supplies and other administrative support for faculty and students.* Assist with processing invoices, vouchers, reimbursements and other accounting transactions. Assists in the scheduling of travel, maintains records and processes related activities and approvals.* Manages database tracking and maintenance and assists with the preparation and completion of the annual budget for the Academic Affairs team.* Assists with faculty and student administrative processes, including document management.* Assists with faculty and student events, such as food ordering, room reservations, day of event support, and clean-up. ### Project Coordination and Document Management* Maintains and organizes important documents and records. Prepares reports, presentations, and other documents as needed.* Conducts necessary research and maintains data for decision-making.* Schedules, attends, and takes minutes for meetings as needed.* Manages assigned databases, coordinating approvals, communications, and other related functions. ## **Required Qualifications*** Requires a High School Diploma/GED with a minimum of two years of administrative/clerical function.* Demonstrated experience supporting complex programs, projects, or initiatives.* Excellent communication, collaboration, organizational, and problem-solving skills.* Demonstrated proficiency in programs such as DocuSign, Adobe, and Microsoft Suite. *Relevant education and experience may be substituted as appropriate.* ## **Preferred Qualifications*** Experience supporting faculty and staff in higher education-related fields.* Previous experience with the University of Texas at Austin’s systems and platforms (i.e. Define, FRMS, UT Market, etc.) ## **Salary Range**$50,000 + depending on qualifications ## **Working Conditions*** Typical office environment.* In-person and on campus at UT Austin’s main campus.* Occasional evening and weekend work. ## **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.