Administrative Associate - Police Academy

The University of Texas System; Austin (TX); On-site; USD 40,000 - 55,000; Full time

Job summary

The University of Texas System Police Academy in Austin is seeking an Administrative Specialist to support daily operations and communications for the ODOP and UTSP Academy.

You will coordinate training programs, maintain records, assist with budgets and procurement, and liaise with external partners including TCOLE and VA programs.

This role requires a high school diploma or GED with admin experience; a Bachelor's is preferred, with a SCO certification preferred; occasional evenings and travel.

Qualifications

• High school diploma or GED required with two years of admin experience.
• Ability to manage records, audits, and regulatory reporting.
• Proficiency in Microsoft Office and basic budgeting.

Responsibilities

• Provide admin support for UTSP Academy programs and courses.
• Maintain academy records in audit-ready format per TCOLE standards.
• Assist Training Coordinator with cross-agency coordination.
• Oversee timely reporting of training data to TCOLE.
• Coordinate venues, contracts, and travel arrangements for events.

Skills

Office management

Microsoft Office

Records management

Budgeting basics

Customer service

Education

High school diploma or GED

Bachelor's degree

SCO certification preferred

Tools

Canvas LMS

PowerPoint

Smartsheet

Job description

FLSA Status

Nonexempt

Earliest Start Date

Immediately

Salary

Salary commensurate with experience

Hours per Week

40 hours weekly

Hiring Department

Police

About Us

For more than 140 years, The University of Texas System has improved the lives of Texans — and people all over the world — through education, health care, and research. The System consists of nine academic institutions, four health institutions, and The University of Texas System Administration. The institutions of the UT System employ more than 160,000 faculty, health care professionals, researchers, support staff, and student workers. The UT System Administration is primarily based in Austin, Texas. It supports the missions of the System’s thirteen institutions by providing financial, legal, planning, purchasing, government relations, communications, development, and other central services. Serving a growing state, the UT System Administration strives to provide a welcoming, supportive work environment that embraces different perspectives - not only because it enables the organization to be stronger, creative, and thoughtful, but because it is the right thing to do. To that end, UT System Administration embraces state laws on military and former foster children employment preferences.

Purpose of Position

Provides administrative assistance in the daily operations and functions of the Office of the Director of Police (ODOP) and the University of Texas System Police (UTSP) Academy. Coordinates communication and reporting with external stakeholders, other law enforcement agencies, including the Texas Commission on Law Enforcement (TCOLE), and other organizations supporting the Academy training mission.

Essential Functions

• Provide administrative support for all programs, services, and activities for the UTSP Academy including, but not limited to, the Basic Peace Officer Course (BPOC)and all other in-service training courses.
• Maintain and organize all academy records, files, and documentation in an audit-ready format to ensure compliance with TCOLE standards, including tracking, updating, retaining, and preparing records for inspections, audits, accreditation reviews, and regulatory reporting requirements.
• Support statewide training operations by assisting the Training Coordinator with communication, coordination, and compliance-related initiatives across participating agencies and stakeholders.
• Manage and oversee the timely and accurate reporting of all training-related information to TCOLE.
• Assist with securing venues, contracts, and services needed for UTSP Academy events.
• Facilitate Academy meetings and track action items.
• Coordinate the guest instructor process, including scheduling hotel and travel related accommodations and setting up payment processing.
• Create and distribute Academy communications, updates, programs, agendas, etc.
• Coordinate the BPOC graduation, including planning, communications, and vendor logistics.
• Manage and oversee the timely and accurate reporting of all training-related information to TCOLE.
• Serve as coordinator and liaison for federal Department of Veterans Affairs programming.
• Support Academy facility operations by managing equipment inventory and procurement, coordinating building maintenance and repair activities, and overseeing fleet-related administrative functions.

Knowledge, Skills & Abilities

• Knowledge of office management practices, administrative procedures, and business operations
• Familiarity with standard office software (e.g., Microsoft Office Suite, Outlook, Teams)
• Understanding of records management, data entry systems, and document retention practices
• Basic knowledge of budgeting, invoice processing, and procurement procedures
• Awareness of customer service principles and professional communication standards
• Obtain a certification as a School Certifying Official (SCO) for VA Non-College Degree (NCD) within 90 days of hire

Required Qualifications

• High school diploma or GED equivalent and two years of administrative experience is required

Preferred Qualifications

• Bachelor’s degree
• 5 or more years of administrative experience
• Certification as a School Certifying Official (SCO) for VA Non-College Degree (NCD) is preferred
• Experience working in a law enforcement environment
• Experience with Canvas Learning Management System, MS PowerPoint, or Smartsheet

Working Conditions

• Driving of UT owned vehicle required.
• Driving is required and an essential part of the position.
• May work around standard office conditions.
• Repetitive use of a keyboard at a workstation.
• Uses standard office equipment
• 10% Travel
• Requires occasional evening or weekend hours

Additional Information

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

A background check will be conducted on candidates under final consideration. The background check may include any or all of the following: criminal history check, prior employment verification, education verification, professional references check, and motor vehicle records check. Background checks are conducted by third-party vendors. Upon request form the third-party vendor, candidates under final consideration must provide the required information for the background checks to be completed.

EO/AA Statement

The University of Texas System Administration is committed to providing equal employment opportunity for all qualified applicants and employees in all terms and conditions of employment. U. T. System will provide equal employment opportunity to all qualified persons and will not discriminate on the basis of race, color, sex, sexual orientation, gender identity/expression, pregnancy, religion, national origin, age, disability, genetic information, protected veteran status, or any other characteristic protected by federal or state laws. For information on accommodations for individuals with disabilities, please contact the Office of Talent and Innovation at [e-mail] .