Observatory Administrative Coordinator - West Texas

University of Texas; United States; On-site; USD 41,000 - 51,000; Full time

Job summary

The University of Texas at Austin is seeking an Administrative Associate for McDonald Observatory in West Texas. This role provides comprehensive administrative support, including calendar management, travel arrangements, and document processing for the Superintendent's office and Austin Business Office.

You will handle financial tasks, coordination of events, notary services, and vehicle/insurance logistics while maintaining confidentiality and professionalism in interactions with staff and the

Qualifications

• High school graduation or GED with 5+ years clerical experience, or 1 year as Administrative Assistant with a Bachelor’s Degree.
• Proficient in Microsoft Office; strong Excel and Word.
• Excellent verbal and written communication skills; able to proofread and edit documents.
• Able to work independently and as part of a team; manage multiple tasks.
• Strong organization, prioritization, and attention to detail to meet deadlines.
• Ability to learn quickly, adapt, and take ownership of projects.
• Experience handling confidential information with professionalism.

Responsibilities

• Provide administrative support to the McDonald Observatory leadership and staff.
• Manage shipping, receiving, and mail distribution; contact recipients.
• Maintain site calendar and coordinate travel for executives.
• Process documents per university policies; manage workers' comp and vehicle registrations.
• Prepare billing and financial records; reconcile accounts and supporting documents.
• Coordinate events and provide notary services; drive UT vehicles as needed.
• Ensure confidentiality and professional conduct with staff and public.
• Occasional after-hours or weekend work as needed.

Skills

Microsoft Office

Excel

Word

Communication

Attention to detail

Independent work

Team collaboration

Education

Bachelor's Degree

Tools

UT mainframe

Workday

UT web applications

Job description

The University of Texas at Austin is seeking an Administrative Associate for McDonald Observatory in West Texas. This role provides comprehensive administrative support, including calendar management, travel arrangements, and document processing for the Superintendent's office and Austin Business Office.

You will handle financial tasks, coordination of events, notary services, and vehicle/insurance logistics while maintaining confidentiality and professionalism in interactions with staff and the