Administrative Associate, Texas Student Exprerience

University of Texas at Austin; United States; On-site; USD 45,000 - 55,000; Full time

Job summary

The University of Texas at Austin's Texas Student Experience is seeking an Administrative Associate to serve as the first point of contact for visitors and staff. This role oversees the front desk, supports executive staff, and helps foster a welcoming, efficient office environment on UT's main campus.

Responsibilities include supervising student workers, coordinating calendars and travel, preparing materials, and assisting with events.

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.

Responsibilities

• Front Desk Operations and Customer Service: Serve as the primary receptionist and front desk representative for Texas Student Experience.
• Student Worker Supervision and Coordination: Recruit, train, schedule, and supervise student employees.
• Administrative Support: Assist with calendar coordination, meetings, travel arrangements, and event preparations.
• Office Coordination: Monitor supplies, equipment, and spaces; support meetings and campus events.

Skills

Customer service

Communication

Multitasking

Office administration

Microsoft Office

Education

High school diploma or GED

Tools

Outlook

Word

Excel

PowerPoint

Job description

Job Posting Title:

Administrative Associate, Texas Student Exprerience

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Hiring Department:

Texas Student Experience

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Non-Exempt from FLSA

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Earliest Start Date:

Oct 19, 2026

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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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

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 thatALLRequired Materials have been uploaded. Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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.

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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]

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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.