Administrative Associate, Faculty Affairs

The University of Texas at Austin•Austin, TX

14d

About The Position

Established in 2023 as UT Austin’s newest college, the School of Civic Leadership is a community of scholars and students dedicated to studying the foundational ideas and institutions of a free society, with the goal of advancing human flourishing. We value independent thought, civil discourse, reasoned deliberation, and intellectual curiosity as we prepare to meet the challenges of the present and sustain the blessings of liberty for future generations. SCL is home to the Civitas Institute , a national and international hub for excellence in scholarship, commentary and public outreach on economic dynamism, individual flourishing, civic virtue, and constitutionalism. Upholding the University’s motto — Disciplina Praesidium Civitatis , “Education is the guardian genius of democracy”—we advance The University of Texas at Austin’s mission to achieve excellence in education, research, and public service. The Faculty Affairs Administrative Associate supports the Faculty Affairs team by providing day-to-day administrative, operational, and office management support. This role ensures smooth processing of faculty-related matters and serves as a key resource for internal faculty on university policies, procedures, and general inquiries.

Requirements

Bachelor’s Degree and one year of experience at the Administrative Assistant level
Strong interpersonal and problem-solving skills
Excellent oral and written communication skills
Ability to work independently and as part of a team
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
Relevant education and experience may be substituted as appropriate.

Nice To Haves

More than two (2) years of experience at the Administrative Assistant level
More than one (1) year as an Administrative Associate
Experience using UT mainframe accounting system

Responsibilities

Manage the faculty procurement card (ProCard) process, including transaction review and reconciliation process.
Compile and process honoraria payments for guest speakers, visiting faculty, and collaborators, coordinating with Business Affairs to ensure timely and accurate disbursement.
Coordinate and facilitate all travel-related processes for current, prospective, and guest faculty, including airfare, lodging, per diem, and reimbursements, in accordance with university and state travel guidelines.
Prepare and submit Travel Authorization Requests (TARs) and Travel Reimbursement documents in DEFINE.
Purchase faculty books, instructional materials, and office supplies using UT Market Amazon, and other University approved sites.
Plan, organize, and coordinate internal and external faculty conferences, symposia, and academic events, including scheduling, logistics, speaker coordination, and on-site support.
Manage FAC office space, overseeing hospitality, office inventory, and supply orders. Track inventory levels and reorder supplies as needed to ensure smooth daily operations. Maintain organization of shared office spaces and ensure readiness for meetings and visitors.
Serve as the first point of contact for visitors, faculty, and students at the front desk, providing information, answering inquiries, and directing individuals to appropriate offices.
Act as a resource and liaison between the Undergraduate Studies Office, Business Affairs, and Faculty Affairs, communicating updates, policy changes, and procedural information as needed.
Other duties as assigned.

Benefits

Competitive health benefits (Employee premiums covered at 100%; family premiums at 50%)
Vision, dental, life, and disability insurance options
Paid vacation, sick leave, 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
Training and conference opportunities
Tuition assistance
Athletic ticket discounts
Access to UT Austin's libraries and museums
Free rides on all UT Shuttle and Capital Metro buses with staff ID card