Faculty Affairs Administrative Specialist

University of Texas at Austin; United States; On-site; USD 50,000 - 61,000; Full time

Job summary

University of Texas at Austin is seeking an Administrative Associate for the School of Civic Leadership. This role provides administrative, operational, logistical, and financial-processing support and serves as the primary contact for faculty administrative requests.

You will manage front desk duties, travel arrangements, honoraria and guest payments, purchasing backups, and maintain tracking systems. The position supports events, meetings, and internal communication within a fast-paced

Qualifications

• Bachelor’s degree and at least one year of administrative, program, business, higher education, or related professional experience.
• Strong organizational skills with demonstrated ability to manage multiple assignments, deadlines, records, and priorities accurately.
• Excellent written and verbal communication skills and ability to interact professionally with faculty, staff, students, visitors, and external partners.
• Experience supporting administrative functions such as scheduling, travel, events, purchasing, record-keeping, or similar processes.
• Proficiency with common office productivity and collaboration tools and ability to learn new administrative systems.
• Ability to exercise discretion, maintain confidentiality, follow established procedures, and recognize when matters require escalation.
• Ability to work independently and collaboratively in a fast-paced environment, maintain dependable on-site front desk coverage throughout the assigned work schedule, and balance reception needs with other administrative priorities.

Responsibilities

• Provide consistent daily front desk coverage; greet and assist faculty, staff, students, and visitors; respond to inquiries; manage correspondence and scheduling; and route requests appropriately.
• Coordinate routine faculty and visitor travel, including collecting traveler information, arranging airfare and lodging, and assisting with travel authorizations and reimbursements.
• Support honoraria and guest payments by collecting required documentation, communicating with recipients, and preparing materials for processing.
• Serve as backup to the Senior Administrative Associate for faculty purchasing, including books, supplies, and event materials. Assist with Procard reconciliation by collecting receipts and preparing documentation for review.
• Maintain Faculty Affairs tracking systems, process Student Associate request sheets, and follow up on outstanding requests.
• Update the Faculty Affairs SharePoint page and prepare related event emails under the direction and review of the Senior Administrative Associate for Business Affairs & Faculty Affairs.
• Assist with logistics for faculty conferences, job talks, guest visits, and other academic events. Complete assigned tasks related to reservations, catering, materials, setup, hospitality, and on-site support.
• Assemble itineraries and visitor packets using established templates, incorporating confirmed schedules, travel details, and other visit information.
• Maintain office supplies, organize shared spaces, prepare meeting and visitor areas, and keep contact lists and office procedures current.
• Work with SCL staff and University offices to complete routine administrative tasks. Assist with Student Associate workflow and Faculty Affairs projects under the Senior Administrative Associate’s direction.
• Perform other related duties as assigned.

Skills

Organizational skills

Communication skills

Administrative support experience

Office software

Discretion and confidentiality

Teamwork

Education

Bachelor’s degree

Tools

DEFINE

UT Market

SmartSheet

University travel systems

Job description

University of Texas at Austin is seeking an Administrative Associate for the School of Civic Leadership. This role provides administrative, operational, logistical, and financial-processing support and serves as the primary contact for faculty administrative requests.

You will manage front desk duties, travel arrangements, honoraria and guest payments, purchasing backups, and maintain tracking systems. The position supports events, meetings, and internal communication within a fast-paced