Senior Administrative Associate

Job Posting Title:

----

Hiring Department:

----

Position Open To:

----

Weekly Scheduled Hours:

----

FLSA Status:

----

Earliest Start Date:

----

Position Duration:

----

Location:

----

Job Details:

A highly responsive and knowledgeable crew providing outstanding service for Facilities Services and to the university community.

Your skills will make a difference.

You'll be working for a university that is internationally recognized for our academic programs and research. Your work will contribute to operational excellence and enhance the student experience. If you're the type of person that wants to know your work has meaning and impact, you'll like working in our department and for UT Austin. UT Austin provides an outstanding benefits package including but not limited to:

• Competitive health benefits (employee premiums covered at 100%, family premiums at 50%)

• Voluntary Vision, Dental, Life, and Disability insurance options

• Generous paid vacation, sick time, and holidays

• Teachers Retirement System of Texas, a defined benefit retirement plan, with employer matching funds

• Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b)

• Flexible spending account options for medical and childcare expenses

• Robust free training access through LinkedIn Learning plus professional conference opportunities.

• Tuition assistance

• Expansive employee discount program including athletic tickets

• Free access to UT Austin's libraries and museums with staff ID card

• Free rides on all UT shuttle and Austin CapMetro buses with staff ID card

• For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards.

Must be authorized to work in the United States on a full-time basis for any employee without sponsorship.

This position provides for work-life balance with typically a 40-hours work week.

Security sensitive; Criminal background check conducted on selected applicant. Hiring decision is contingent on applicant clearing check. This job class may contain positions that are security sensitive and thereby subject to the provisions of Texas Education Code *51.215. Applications will be reviewed online by the hiring department.

This position provides essential operational, administrative, and logistical support for the Facilities Services leadership team and the department. The role ensures seamless daily operations by coordinating visitor services, scheduling, procurement, financial processes, inventory, hiring support, events, and travel. It serves as a central hub for communication, resource management, and operational continuity across the department.

• Facilities Complex Support, Visitor Services & Building Operations: Serve as the primary point of contact for Facilities Complex visitors, assisting with parking passes, directions, deliveries, general inquiries, overseeing annual parking pass renewals, and supporting building operations, acting as BACS administrator and FC1 building manager. Building Manager duties include coordinating communication with building occupants regarding operational hours, security protocols, emergency preparedness, maintenance issues, construction repairs, renovations, and utility services (including elevators). Serve as space coordinator for FC1 by completing annual space audits to ensure accurate and compliant space records.
• Executive and Departmental Support & Resource Calendar Management: Manage the Facilities Services Director's calendar, schedule meetings for leaders, and oversee conference room, training room, vehicle, and cart calendars, including maintaining and filing usage logs, and coordinating and delivering carts/vehicles to FLEET for PMs and other maintenance needs. Support management of DO/FSS shared inboxes. Provide guidance and advice to staff about University and Facilities Services policies and procedures. Train and assist student employees on front desk responsibilities.
• Hiring, Recruitment & Onboarding Coordination: Support leaders throughout the hiring lifecycle, including posting requests, Smartsheet hiring matrices, resume handling, interview scheduling, Workday hiring tasks, and onboarding support.
• Mail, Supplies, Procurement & Financial Administration: Process departmental mail, order supplies across MO&E accounts, assist FSS with MO&E tracking, hold and reconcile the Department ProCard, create and maintain POs and contracts, process reimbursements, and process annual ITS Telecom invoices.
• Travel, Training & Conference Coordination: Coordinate travel for candidates, FS leaders, and FSS staff. Coordinate event attendance logistics including registrations, hotel and airfare arrangements, per diem planning, itineraries, and reconciling travel reimbursements for FS leaders, and FSS staff.
• Event Coordination & Facilitation: Co facilitate department level and division level events, supporting planning, logistics, and execution. This responsibility includes physical tasks such as moving furniture, lifting event materials, and bending/squatting to assist with event setup and breakdown. Assist the FSS team with event and training room setup, breakdown, and material preparation as needed.
• Employee Recognition & Awards Processing: Manage Employee Recognition (ERP) Program. Coordinate the ERP database, monitor and update system automations, coordinate awards, assist student employees with award processing and printing, and respond to any employee and supervisor questions regarding the recognition process. Coordinate Standing Ovation team awards (including OOEFs). Prepare, process and track all department retirement certificates and letters.
• Inventory Management: Reconcile annual inventory for the Director's Office and FSS and serve as back-up for the department's annual inventory report.
• Perform other related functions as assigned. Drive University vehicles. Maintain acceptable driver rating as established in Policy: UTS157 Section 2.5.4. This position may require occasional support for events held outside of normal business hours, including early morning, evenings, or weekends as needed to assist with event setup, onsite coordination, and closing activities.

Bachelor's degree and five years of clerical experience, including three years of experience at either the Administrative Assistant or the Administrative Associate level; or high school graduation or GED, and seven years of clerical experience, including five years at either the Administrative Assistant or Administrative Associate level. Excellent time management skills and the ability to prioritize your workload, take initiative, and multitask as needed. Proficient with Microsoft Office Suite, especially Word, Excel, and managing multiple calendars in Outlook; demonstrated effective oral and written communication skills with attention to detail.

Relevant education and experience may be substituted as appropriate.

Bachelor's degree in Business Administration or related field, including seven years of clerical experience with five years at the Administrative Associate level. Verifiable supervisory experience. Possess the ability to work independently or in a team environment with limited supervision. Thorough knowledge of university-level structure, policies, rules and procedures; modern business practices and techniques; current trends in the field of administrative support. Experience with the University's Human Resources policies and procedures. University of Texas at Austin experience with Workday, FRMS, DEFINE, DocuSign, Smartsheet, MS Power Apps, and SharePoint. Leader Development program or other leadership program.

$55,000 + depending on qualifications

• May work around standard office conditions

• Repetitive use of a keyboard at a workstation
• Use of manual dexterity
• Lifting and moving

• This position is not eligible for work visa sponsorship. Visa sponsorship NOT available. Please do not apply if you require Visa sponsorship.
• Applicants must be legally authorized to work for any employer in the United States.
• This is an Austin, TX-based position and is in-person only.
• Regular weekday hours required. M-F work hours will flex accordingly and may require evening or weekend availability for special events.
• This position requires you to maintain internet service and a mobile phone with voice and data plans to be used as required for work.

• 40 Hour Work Week Schedule; Monday-Friday, 08:00 AM - 05:00 PM; on-site. (Some scheduling flexibility may be available for the right candidate.)

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest
• Applicant to include one sample of work created in MS Word and one sample of work created in Excel. (Word Examples: A professional document such as a template for interview schedules, a communication to a new hire about what to expect on their first day, or an event agenda with responsibilities and timelines. Excel Examples: Supply orders with item descriptions, quantities, costs; MO&E account allocations; a workbook/sheet that shows basic formulas (SUM, COUNT, VLOOKUP) and filters or a simple dashboard or summary table.)

Importantfor 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:

----

Retirement Plan Eligibility:

----

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.

----

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]

----

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.