Administrative Associate I, Alumni Programs

University of Texas at San Antonio•San Antonio, TX

34d•Onsite

About The Position

The University of Texas at San Antonio (UT San Antonio) is a nationally recognized, top-tier public research university that unites the power of higher education, biomedical discovery and healthcare within one visionary institution. As the third-largest research university in Texas and a Carnegie R1-designated institution, UT San Antonio is a model of access and excellence - advancing knowledge, social mobility and public health across South Texas and beyond. UT San Antonio serves approximately 42,000 students in 320 academic programs spanning science, engineering, medicine, health, liberal arts, AI, cybersecurity, business, education and more. With 17,000 faculty and staff, UT San Antonio has also been recognized as a Top Employer in Texas by Forbes Magazine. Learn more online, on UT San Antonio Today or on X, Instagram, Facebook, YouTube or LinkedIn. The Administrative Associate I assists in the administration of a department and handle routine administrative decisions.

Requirements

High school graduate or equivalent.
Four (4) years of increasingly responsible administrative, clerical, or office experience.
At the department's discretion, a Bachelor's degree may be substituted for experience.
This position requires the ability to maintain the security and integrity of UT San Antonio and its infrastructure.
Knowledge of current methods and systems of bookkeeping, filing, and purchasing.
Demonstrated ability to apply knowledge in everyday work situations while utilizing independent judgment.
Excellent communication and writing skills.
Ability to work independently, applying problem-solving, critical-thinking, and proactive decision-making skills.
Demonstrated independent decision-making, strong interpersonal skills, and excellent organizational abilities.
Ability to manage multiple tasks, prioritize effectively, meet deadlines, and coordinate complex projects.
Demonstrated ability to collaborate and communicate effectively with others in a fast-paced environment.

Nice To Haves

Similar experience working in higher education, fundraising, or with a non-profit organization.
Knowledge of advancement, development, and/or a related profession.
Knowledge of a university administrative structure, policies and procedures.

Responsibilities

Serves as the front desk receptionist and provides administrative support, including greeting visitors, managing inquiries, and maintaining a professional and organized environment.
Compiles and prepares financial reports, ensuring accuracy, proper documentation, and coordination with related offices as needed.
Executes the fulfillment of online merchandise orders, life membership boxes shipments, digital membership cards and letters.
Fields incoming calls, messages, and correspondence, directing them to the appropriate personnel.
Serves as the department's cash handler, ensuring that all payments and financial transactions (including cash, checks, and credit card information) are properly recorded, secured, and prepared for deposit.
Oversees the recruitment, onboarding, and supervision of student employees, providing guidance and feedback to support effective performance.
Maintains office supply inventory and manages departmental equipment and assets, ensuring materials and equipment are organized, functional, and properly tracked, and providing recommendations for purchases as needed.
Manages department document workflows and recordkeeping, including creating, routing, and maintaining electronic and hard copy files in compliance with university records retention policies.
Serves as credit card holder for authorized departmental and association purchases, ensuring compliance with university policies.
Performs other duties as assigned.