Senior Administrative Associate for Academic Programs & Operations

The University of Texas at Austin; Utah; On-site; USD 55,000 - 75,000; Full time

Job summary

The University of Texas at Austin is seeking a Senior Administrative Associate to provide high-level administrative support to the Department of Human Development and Family Sciences at UT Main Campus. The role supports faculty, students and staff, coordinating a wide range of office functions and academic program activities.

Responsibilities include travel and event coordination, course scheduling, budget processing, and internal communications.

Qualifications

• Bachelor's degree and 3 or more years of administrative experience.
• Strong customer service and interpersonal skills.
• Ability to communicate effectively both verbally and in writing.
• Demonstrated dependability, professionalism and willingness to learn new systems.
• Ability to manage multiple tasks and meet established deadlines.
• Ability to follow established procedures and maintain confidentiality when handling sensitive information.
• Highly collaborative, team-focused mindset.
• Strong organizational skills with attention to detail.
• Strong computer skill necessary for daily office operation.
• Basic proficiency with Microsoft Office applications

Responsibilities

• Coordinate seminar and visitor logistics including travel arrangements, itineraries, hotel accommodations, obtaining entertainment approvals, researching and booking venues, processing travel reimbursements, coordinating with UT facilities and catering, and other tasks as required.
• Create new vendor profiles, direct billing accounts and establish relationships with regular purveyors.
• Process travel authorization requests and travel reimbursements for faculty conference travel.
• Support course related activities in the academic programs, including manage course scheduling, room scheduling, course instructor surveys, schedule final exams, coordinate grade reporting.
• Assist with course catalog updates and changes for multiple degree plans, in conjunction with department leadership and program advisors.
• Manage classroom scheduling and other administrative tasks for academic classes.
• Assist with special programs such as study abroad program.
• Gather, review, and submit supporting documentation related to accounts payable, purchasing, travel reimbursements and other requests, as needed.
• Coordinate and process independent contractor, consultant, vendor, and honorarium documentation in accordance with university policies.
• Utilize UT financial request and processing systems, such as DEFINE, FRMS, Point Plus, and others, as needed.
• Anticipate departmental needs and proactively offer solutions to streamline workflows and improve service delivery.
• Provide general administrative support to faculty, staff and students, assisting with departmental communications and onboarding activities.
• Work closely with work-study student and administrative associate, delegating projects as needed.
• Provide back-up to Department Chair and Department Manager on other related functions as assigned.
• Maintain and manage departmental website, wiki page and email distribution lists.
• Maintain unit calendar.
• Update departmental contact lists and directories.
• Assist with department communications, promotional materials and engagement initiatives.

Skills

Bachelor's degree

Customer service

Verbal and written communication

Multitasking

Confidentiality

Organizational skills

Microsoft Office

Education

Bachelor's degree

Tools

DEFINE

FRMS

Point Plus

UT Market

Amazon business

eShip Global

Job description

The University of Texas at Austin is seeking a Senior Administrative Associate to provide high-level administrative support to the Department of Human Development and Family Sciences at UT Main Campus. The role supports faculty, students and staff, coordinating a wide range of office functions and academic program activities.

Responsibilities include travel and event coordination, course scheduling, budget processing, and internal communications.