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Senior Administrative Associate - STEM Education Excellence

The University of Texas at Austin
retirement plan
United States, Texas, Austin
101 East 27th Street (Show on map)
Jan 22, 2026
Job Posting Title: Senior Administrative Associate - STEM Education Excellence ---- Hiring Department: College of Natural Sciences ---- Position Open To: All Applicants ---- Weekly Scheduled Hours: 40 ---- FLSA Status: Non-Exempt ---- Earliest Start Date: Immediately ---- Position Duration: Expected to Continue Until Jan 31, 2028 ---- Location: AUSTIN, TX ---- Job Details: General Notes The College of Natural Sciences (CNS) at the University of Texas at Austin strives to foster a work environment that enables all employees to contribute at the highest possible level to support the mission of the University. We are committed to being a community that celebrates the dignity of every individual, honors differences, and lets each person know that they belong. What starts here really does change the world. For more information about the CNS, please visit https://cns.utexas.edu. Must be eligible to work in the US on a full-time basis for any employer without sponsorship. Purpose Contribute to our mission-driven work via operations support, empowering instructors to offer the highest-quality educational experiences for undergraduate students. Responsibility for end-to-end administrative operations-financial support, course & event logistics, digital & office organization, and communications-across a flexible portfolio. Streamline workflows and ensure adherence to university and sponsor policies, as well as advance our core mission of fostering wellness, belonging, and success for all students and instructors. Responsibilities Financial Support: Process purchases and all payment transactions for STEMx and associated activities. Track and reconcile expenditures across STEMx accounts and provide regular budget updates for STEMx leadership. Coordinate with the CNS Undergraduate Education Business Office, department administrators, and guests for timely processing of transactions, including honoraria, memoranda of understanding (MOUs), travel, reimbursements, and account transfers. Course & Event Logistics: Organize and support events and meetings from planning through day-of execution, including consultations with event owners, space reservations, catering, advertising, RSVPs, procurement, and contract processing. Coordinate faculty, student, and guest travel for programs. Support professional development courses, including scheduling, reserving classrooms, hiring and onboarding undergraduate course assistants, and logistics for course development committees. Digital & Office Organization: Support document organization and access using campus-supported technologies, such as M365 (including SharePoint), Canvas, and UT Box. Track enrollment and participation in courses, events, and programs. Support the collection and organization of data to demonstrate program impact. Serve as the point of contact for office logistics (e.g., facilities, IT, supplies, keys, shipping/receiving). Procure office supplies. Adhere to established SOPs and develop internal processes when needed for consistency and efficiency. Communication: Maintain cross-campus contact lists for all STEMx programs. Liaise with administrators in other CNS offices and departments to facilitate STEMx needs. Facilitate resource production by proofreading drafts and obtaining approvals. Organize information for STEMx newsletters, website updates, and annual reports. Engage regularly with the STEMx Assistant Dean and, as needed, with STEMx Faculty Directors. Team Engagement: Participate in team meetings, events, special projects, communications, and day-to-day operations of the STEMx office. Supervise student workers as needed, providing mentorship and training. Other duties as assigned, including supporting special projects and staffing events within CNS. Required Qualifications Bachelor's degree and three years of administrative experience Strong knowledge of budget tracking, purchasing, and financial reconciliation, with proven ability to ensure accuracy, accountability, and fiscal responsibility Excellent organizational, communication, and problem-solving skills, with the capacity to work independently, balance multiple priorities, and exercise sound judgment Demonstrated reliability, including consistent follow-through and timely completion of tasks. Proficiency with Microsoft 365 and the ability to learn and master applications used in STEMx and at UT-Austin Preferred Qualifications Professional experience supporting academic programs or faculty initiatives Familiarity with administrative and financial technologies used in STEMx, such as DEFINE, Workday, and SharePoint, and the ability to leverage these tools for operational efficiency. Demonstrated success supporting end-to-end event logistics Proven success in developing standard operating procedures and leading process improvement initiatives Supervisory experience, including mentoring and managing student workers Salary Range $50,000 - 55,000 depending on qualifications Working Conditions This position requires on-site work on the UT Austin campus. Must be eligible to work in the US on a full-time basis for any employer without sponsorship. Occasional evening or weekend work may be required for events or deadlines May work around standard office conditions Repetitive use of a keyboard at a workstation May have to walk up and down stairs and lift to 30 lbs. Required Materials Resume/CV 3 work references with their contact information; at least one reference should be from a supervisor Letter of interest 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 into 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: Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval. ---- Retirement Plan Eligibility: The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length. ---- 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.