Administrative Associate - Clements Center Academic Affairs

University of Texas at Austin; Austin (TX); On-site; USD 45,000 - 55,000; Full time

Benefits offered by this job

Competitive health benefits

Tuition assistance

Free library access

Job summary

The University of Texas at Austin's Clements Center for National Security seeks an Administrative Associate to provide high-level administrative support to the Academic Affairs team on the UT Austin campus. The role covers front desk operations, accounting tasks, and coordination of faculty and student activities, reporting to the Clements Center Academic Affairs team.

Ideal candidates will have a High School Diploma or GED and at least two years of administrative experience, with strong

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.

Responsibilities

• 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 and handles incoming/outgoing communications.
• Prepares routine, well-written correspondence for distribution for the academic affairs leadership and team.
• Maintains accurate and professional correspondence logs, files and databases; serves as liaison between leadership, staff and campus partners.
• Provides logistical support for department activities, such as scheduling meetings and maintaining office supplies.

Skills

Communication

Organization

Collaboration

Problem solving

Education

High School Diploma/GED

Tools

DocuSign

Adobe

Microsoft Suite

Job description

Administrative Associate - Clements Center Academic Affairs

Clements Center for National Security

All Applicants

Weekly Scheduled Hours: 40

FLSA Status: Non-Exempt from FLSA

Earliest Start Date: Immediately

Position Duration: Expected to Continue

Location: AUSTIN, TX

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 card

For more details, please see: prospective/benefitsand 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

Employment Eligibility

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.

Retirement Plan Eligibility

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.

Background Checks

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

Equal Opportunity Employer

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.

Pay Transparency

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.

Employment Eligibility Verification

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]

Compliance

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) and 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.