Administrative Associate (Salary)

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Weekly Scheduled Hours:

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Job Details:

Purpose

The Administrative Associate supports the administrative operations of the Department of Asian Studies by coordinating office functions; assisting with financial and personnel processes; maintaining records and documentation; supporting events and programs; and providing general operational support. This role works closely with department, college, and university partners to ensure compliance with university procedures, maintain efficient and organized workflows, and support the successful implementation of departmental initiatives.

While initially assigned to a specific functional area, the position is designed to be flexible, allowing for support across multiple operational areas within the department as needed. Administrative Associates develop a comprehensive working knowledge of departmental operations and contribute to their assigned areas while also assisting with other core functions during peak periods or staffing transitions.

Responsibilities

• Office Management: Coordinate daily activities at the front desk. Respond to routine inquiries from students, parents, faculty, staff, and the public by researching issues and escalating more complex matters as appropriate. Troubleshoot customer inquiries, issues, and complaints, including follow-up as needed. Process all incoming and outgoing mail and package deliveries. Maintain the departmental directory, internal directories, and mailboxes. Ensure the office remains accessible and functional by maintaining organized filing systems (both paper and digital), adequate supplies, and properly operating facilities and equipment. Purchase necessary items through various systems and suppliers. Process service and work-related requests. Coordinate projects and assignments for student workers.
• Event Coordination: Manage room reservations for events and meetings and prepare spaces accordingly. Develop and distribute flyers and announcements. Coordinate departmental seminars, conferences, graduation events, and other special programs from planning through execution. Provide administrative support to center directors. Arrange logistics for visitors and guest speakers in coordination with departmental colleagues.
• Department Support: Provide administrative support to the department manager. Maintain departmental websites and other digital platforms. Support assigned work processes by maintaining documentation, assisting with updates to process materials, and participating in training efforts. Assist with document management, recordkeeping, and report preparation. Actively participate in meetings, trainings, and presentations. Provide support for scholarship and honors programs.
• Other duties as assigned.

Bachelor's degree with at least one year of experience at the Administrative Assistant level or a high school diploma with at least 5 years of clerical experience. Demonstrated proficiency in oral and written communication, excellent organizational skills, and a high level of accuracy and attention to detail. Proficiency in Microsoft Office programs. Ability to assess workload, prioritize tasks, and meet deadlines to manage concurrent projects for multiple areas with accuracy. Ability to learn quickly and be flexible. Ability to undertake and complete tasks with minimal supervision and exhibit individual initiative in meeting the functions of the position. Experience taking ownership of projects and seeing them through to completion. Able to work under pressure and accept supervision. Regular and punctual attendance.

Relevant education and experience may be substituted as appropriate.

Bachelor's degree and 3 years of administrative experience. High accuracy in spelling, punctuation, grammar, and proofreading. One or more years of purchasing experience with a corporate credit card. More than three years of experience using computers and related software such as Word, Excel, and Adobe Acrobat. Willingness to learn other software applications as necessary. Demonstrated ability to learn quickly and excel. Experience in governmental or commercial accounting and budgets. Familiar with UT Austin's policies and procedures.

$46,899.00

• Standard office environment
• Repetitive use of a keyboard at a workstation
• Use of manual dexterity
• Occasional evenings and weekends may be required

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 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.

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Employment Eligibility:

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Retirement Plan Eligibility:

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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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.

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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.

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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.

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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]

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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.