Administrative Associate, Texas Student Exprerience

Phase2 Technology; Austin (TX); On-site; USD 45,000 - 55,000; Full time

Job summary

The University of Texas at Austin invites applications for an Administrative Associate with the Texas Student Experience on the UT Main Campus. The role serves as the first point of contact for visitors and staff, manages front desk operations, coordinates calendars, travel, and events, and supports the Executive Assistant to the Vice President.

You'll supervise student workers, handle purchasing and filing, and maintain a welcoming, professional office environment aligned with the university's

Qualifications

• High school diploma or GED required.
• At least five years of administrative or clerical experience.
• Experience delivering customer service in a professional office setting.
• Ability to manage multiple tasks with attention to detail.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Ability to work independently with competing priorities.

Responsibilities

• Serve as the primary receptionist and front desk representative.
• Welcome and assist visitors, students, staff, and community members.
• Answer, screen, and direct calls, emails, and inquiries.
• Coordinate office logistics, conference room scheduling, and general operations.
• Recruit, train, schedule, and supervise student employees.
• Provide guidance and mentorship to student workers.
• Support the Executive Assistant with calendar coordination, travel, and events.
• Prepare correspondence and meeting materials.
• Coordinate purchasing and filing systems.
• Maintain organized electronic and physical records.

Skills

Customer service

Communication skills

Microsoft Office Suite

Detail-oriented

Independent work

Education

High school graduation or GED

Tools

Microsoft Office (Outlook, Word, Excel, PowerPoint)

Job description

Job Posting Title:

Administrative Associate, Texas Student Exprerience

Hiring Department:

Texas Student Experience

Position Open To:

All Applicants

Weekly Scheduled Hours:

40

FLSA Status:

Non-Exempt from FLSA

Earliest Start Date:

Oct 19, 2026

Position Duration:

Expected to Continue

Location:

UT MAIN CAMPUS

Job Details:

Purpose

Texas Student Experience is dedicated to creating a seamless, supportive, and transformative experience for every Longhorn. This position offers an opportunity to contribute directly to student success while supporting executive leadership and helping create a welcoming environment for the university community.

The Texas Student Experience (TSE) Administrative Associate serves as the first point of contact for visitors, students, staff, faculty, and external partners, providing exceptional customer service and administrative support for the Office of the Vice President for Student Experience. This position manages the daily operations of the front desk, supervises and coordinates student workers, and provides administrative assistance to the Executive Assistant to the Vice President. The Administrative Associate plays a key role in maintaining a welcoming, professional, and efficient office environment while supporting the mission and strategic priorities of Texas Student Experience.

Responsibilities

Front Desk Operations and Customer Service

• Serve as the primary receptionist and front desk representative for Texas Student Experience.
• Welcome and assist visitors, students, faculty, staff, and community members in a professional and courteous manner.
• Answer, screen, and direct incoming phone calls, emails, and inquiries.
• Manage office reception functions, including visitor check-in and routing of requests to appropriate departments or staff.
• Coordinate office logistics, conference room scheduling, and general office operations.

Student Worker Supervision and Coordination

• Recruit, train, schedule, and provide day-to-day supervision of student employees
• Assign work, monitor performance, and ensure completion of front desk and administrative tasks.
• Develop student worker schedules to maintain office coverage during operating hours.
• Provide guidance and mentorship to student employees while fostering professional development and customer service excellence.

Administrative Support

• Support the Executive Assistant to the Vice President with administrative and operational tasks as assigned.
• Assist with calendar coordination, meeting logistics, travel arrangements, and event preparations.
• Prepare correspondence, reports, presentations, documents, and meeting materials.
• Coordinate purchasing, supply management, and other business operations functions.
• Maintain organized electronic and physical filing systems and records.
• Assist with departmental projects, special initiatives, and office communications.

Office Coordination

• Monitor and maintain office supplies, equipment, and common spaces.
• Support planning and execution of meetings, trainings, and campus events.
• Coordinate vendor deliveries, service requests, and facility-related concerns.
• Ensure a positive, professional, and student-centered environment for all office visitors.

Required Qualifications

• High school graduation or GED.
• Five years of administrative, clerical, customer service, or office support experience.
• Experience providing customer service in a professional office setting.
• Experience coordinating multiple tasks and priorities with attention to detail.
• Strong verbal and written communication skills.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
• Demonstrated ability to work independently while managing competing priorities.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Experience working in higher education or a student services environment.
• Experience supervising, training, or coordinating student employees or part-time staff.
• Experience supporting executive-level administrators.
• Experience coordinating events, meetings, or office operations.
• Familiarity with university administrative systems and processes.
• Commitment to providing exceptional customer service and supporting student success.

Knowledge, Skills and Abilities

• Outstanding interpersonal and customer service skills.
• Strong organizational and time-management skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Ability to manage multiple projects and deadlines simultaneously.
• Ability to foster a welcoming environment.

Salary Range

$50,000

Working Conditions

• Standard office environment.
• Regular attendance during normal business hours.
• Occasional evening or weekend work may be required to support events or special projects.

Required Materials

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

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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.

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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.

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Background Checks:

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

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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.

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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.

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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.

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E-Verify:

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

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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). 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.