Senior Administrative Associate

UT Tyler; Austin (TX); Hybrid; USD 48,000 - 64,000; Full time

Job summary

The University of Texas System Administration seeks a Senior Administrative Associate to provide advanced administrative, operational, and project management support for departmental leadership and strategic initiatives.

This role coordinates calendars, travel, events, and communications, while handling confidential records and supporting budget and procurement activities to promote organizational excellence.

Qualifications

• High School Diploma or GED with 4 years of experience.
• Associates degree with 2 years of experience.
• Bachelor's degree with 0 years of experience.
• Executive administrative experience is preferred.

Responsibilities

• Manage complex calendars, travel, and correspondence for leadership.
• Coordinate multiple projects from planning to completion.
• Plan and execute events, conferences, and stakeholder meetings.
• Produce reports, communications, and publications for diverse audiences.
• Maintain confidential records and assist with budgeting and procurement.
• Support recruitment, staff development, and performance processes.
• Ensure compliant, efficient office operations and data quality.

Skills

Advanced admin

Project management

Event planning

Written & verbal comms

Schedule management

Confidentiality

Stakeholder coordination

Office software

Team leadership

Education

High School diploma or GED

Associates degree

Bachelor's degree

Executive admin experience

Tools

Microsoft Office

Concur

PeopleSoft

Job description

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

The Senior Administrative Associate provides advanced administrative, operational, and project management support for departmental leadership and strategic initiatives. This position serves as a key resource for coordinating complex activities, managing communications, organizing events and conferences, overseeing special projects, and supporting organizational goals through exceptional customer service and operational excellence. The role requires strong judgment, discretion, initiative, and the ability to manage multiple priorities while collaborating with stakeholders across all levels of the organization.

Essential Functions

• Provide comprehensive administrative and operational support to leadership by managing complex calendars, coordinating meetings and travel arrangements, preparing professional correspondence and documentation, and ensuring seamless communication with internal and external stakeholders. This role oversees office operations and administrative processes, serves as a primary point of contact for inquiries, and facilitates efficient workflow and effective service delivery across the department.
• Coordinate and manage multiple projects and initiatives simultaneously, guiding them from planning through implementation and completion. Responsibilities include developing project timelines, tracking deliverables, monitoring progress against deadlines, supporting strategic initiatives through research and analysis, and identifying opportunities for process improvements, workflow enhancements, and operational efficiencies.
• Plan, organize, and execute a wide range of events, including conferences, workshops, recognition programs, volunteer activities, leadership meetings, and stakeholder gatherings. Manage all aspects of event logistics, including registration, venue coordination, communications, materials development, vendor management, agenda preparation, meeting documentation, action item tracking, and post-event follow-up to ensure successful outcomes.
• Develop, edit, and distribute professional communications and informational materials tailored to diverse audiences. Coordinate the production of reports, publications, certificates, newsletters, presentations, and recognition materials while maintaining strong relationships with internal and external stakeholders. Collaborate across departments to support organizational initiatives and promote a high level of customer service and engagement.
• Maintain accurate and confidential records, databases, and reporting systems that support departmental operations and decision-making. Generate reports, monitor key metrics, conduct data analysis, assist with data collection, quality assurance, and continuous improvement efforts to enhance operational effectiveness and support strategic planning.
• Provide leadership, guidance, and support to administrative staff, student workers, and temporary employees while fostering a collaborative and service-oriented work environment. Assist with recruitment and hiring activities, including candidate screening and interview coordination, and contribute to employee development, performance management, and workforce planning initiatives.
• Support departmental financial and resource management activities by assisting with budget monitoring, purchasing, invoice processing, and financial reconciliations. Coordinate vendor relationships, track expenditures related to projects and events, and help ensure compliance with organizational policies, procedures, and regulatory requirements while promoting responsible stewardship of department resources.

Knowledge, Skills & Abilities

• Advanced administrative and organizational skills.
• Strong project management and event planning experience.
• Excellent written and verbal communication skills.
• Ability to manage competing priorities and complex schedules.
• Strong attention to detail and accuracy.
• Ability to exercise independent judgment and maintain confidentiality.
• Experience coordinating with diverse stakeholder groups, including leadership, volunteers, faculty, staff, students, and external partners.
• Proficiency with standard office software, database systems, and collaboration tools.
• Demonstrated ability to lead teams, supervise staff, and participate in hiring and recruitment activities.

Required Qualifications

High School Diploma or GED and 4 years of experience, OR an Associates degree and 2 years of experience, OR a Bachelors degree and 0 years of experience.

Preferred Qualifications

• Bachelors degree is preferred. 7 years of executive administrative support experience.
• Experience using Microsoft Office products, Concur and PeopleSoft.

Working Conditions

• May work around standard office conditions.
• Repetitive use of a keyboard at a workstation.
• Uses standard office equipment
• Prolonged sitting, standing, and walking required.
• Hybrid work environment (remote & office)
• Moving and transporting items > 20 lbs

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] .