Senior Administrative Associate

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Hiring Department:

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Position Open To:

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Weekly Scheduled Hours:

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Earliest Start Date:

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Position Duration:

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Job Details:

General Notes
The Division of Student Affairs is the hub of student life and well-being at The University of Texas at Austin. The team inspires all students to live the Longhorn life through its uniquely designed programs, spaces and resources. They serve every student through physical health, mental health and well-being services;
recreational sports; university student union facilities; family orientation and the University's official parent association. The Division supports 1,000+ student organizations; student governance organizations; student outreach, veteran, legal, and disability and access services. The team also provides student employment; leadership, first generation and volunteer programs.

Serving under the Division of Student Affairs, the University Unions' mission is to enhance the student experience and enrich campus life by providing cultural, educational, social and recreational programs as well
as related goods and services to the campus community.

What sets you apart when you join University Unions?
As a Longhorn, you'll be working for a globally recognized university. Your work will make a difference in the lives of faculty, staff, and of course, our students! During your time on campus, you will contribute to programs, organizations, and activities that help our students develop a sense of community and provide
valuable leadership and career readiness skills that they will carry with them throughout their professional and personal lives.

What benefits do I receive with UT?

The university offers an impressive benefits package including, but not limited to:

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

• Optional Vision, Dental, Life, and Disability insurance options.

• Generous paid vacation, sick time, and holidays.

• Teachers Retirement System of Texas, a defined benefit retirement plan.

• 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 Linkedln Leaming plus professional conference opportunities.

• Staff tuition assistance once eligible.

• Expansive employee discount program includin*g athletic tickets.

• Free access to UT Austin's libraries and museums.

• Free rides on all UT Shuttle and Austin CapMetro buses.

Purpose
The Senior Administrative Associate provides advanced administrative support to the Executive Director of University Unions, while also supporting the Advisory Council and other senior staff as needed. This role serves as a liaison with university leaders, campus partners, and personnel from other university departments. The role coordinates executive schedules, meetings, travel, records, budgets, and office operations to support the effective administration of the Executive Director's Office, exercising a high degree of initiative, independent judgment, discretion, and diplomatic acumen.

Responsibilities

Executive Support, Scheduling & Relationship Management

• Calendar & Schedule Management: Maintain and manage the Executive Director's calendar, meetings, appointments, and daily activities by evaluating, prioritizing, and escalating scheduling requests as necessary.

• Communications & Front Office: Greet visitors, answer and screen telephone calls, and independently respond to a variety of administrative requests. Examine, sort, and respond to incoming correspondence.

• Strategic Alignment: Carry out the Executive Director's vision, foster campus relationships, and positively influence and mentor others.

Meeting & Event Management

• Event Coordination: Plan, coordinate, and manage all aspects of executive meetings, retreats, special events, and other strategic engagements for the Executive Director.

• Content Development: Coordinate with attendees and prepare program formats and agendas. Assist with the development of presentation materials, write summaries, and compile necessary data and documentation.

Project Management, Research, & Editorial Support

• Editorial Support: Assist in the editing and distribution process for the Union's annual calendar.

• Information Gathering: Review various news sources and institutional updates for pertinent information that may impact campus activities and Union's operations; conduct research and advise on an appropriate course of action on behalf of the Executive Director when situations warrant.

Office Systems, Travel, & Financial Coordination

• Office Procedures: Establish, implement, and coordinate efficient office procedures, annual calendars, timelines, and administrative tracking systems.

• Financial Monitoring: Handle Pro Cards and Travel Cards. Monitor expenditures, track financial data, and reconcile financial statements against department budgets. Orders and maintains an accurate inventory of office supplies.

• Travel Management: Perform comprehensive travel management and coordinate all detailed travel arrangements for the Executive Director, senior staff, and visiting guests.

HR Workday Functions & Student Mentorship

• Workday Partnership: Serve as the designated Human Resources partner in Workday, maintaining familiarity with institutional area functions and personnel changes.

• Student Personnel Management: Hire, train, schedule, and oversee the daily workflows of student employees. Assist in supervising, mentoring, and counseling student staff.

• Training & Continuity: Provide training and information to office staff to ensure the Executive Director is continuously supported. Maintain effective, comprehensive training materials and manuals to allow other staff to easily perform duties in your absence.

• Bachelor's degree and at least three years of relevant work experience; or seven years of experience with a High School Diploma/GED.

• Demonstrated adaptability, experience working collaboratively in a team setting, and the ability to engage effectively and remain motivated in a dynamic work environment while providing excellent customer service.

• Strong written and verbal communication skills, with the ability to interact professionally with faculty, staff, students, alumni, donors, advisory council members, and external partners.

• Ability to take initiative, work independently and collaboratively, prioritize competing responsibilities, and complete work accurately within established deadlines.

• Excellent organizational skills and attention to detail, including the ability to maintain records, follow established processes, manage deadlines, and ensure timely follow-through.

• Experience and proficiency using computers and technology for word processing, spreadsheets, internet research, maintaining electronic calendars, and effective, professional email communication. Ability to quickly learn and utilize university administrative, financial, procurement, and event management systems to support daily operations.

• Experience coordinating administrative processes, events, travel, financial transactions, or other operational activities requiring accuracy, organization, and effective communication with a variety of internal and external stakeholders.

$52,000+ depending on qualifications

• Work Shift: This is an on-site position. Standard work hours are Monday through Friday, 8:00 a.m. to 5:00 p.m.

• Schedule Flexibility: Occasional weekend, evening, holiday, and overtime work required to support events or board cycles. Regular, punctual attendance in the workplace is required.

• Essential Worker Designation: This position is designated as an essential worker and may need to report to work, either in-person or remotely, after hours, during UT holidays, or during emergency campus closures.

• Security & Compliance: Position is security-sensitive and non-exempt classified. Must continuously maintain and adhere to the department's Vision, Mission, and Communication Credo. Position acts as a Campus Security Authority pursuant to the Clery Act and a Responsible Employee pursuant to Title IX.

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.