Administrative Associate I, Alumni Relations

The University of Texas System • San Antonio, TX

414d • $35,000 - $35,000

About The Position

The Administrative Associate I position at the University of Texas at San Antonio (UTSA) is a full-time role within the Office of Alumni Engagement. This position is responsible for ensuring the smooth operation of the front office, serving as the first point of contact for visitors, and managing various administrative tasks. The role requires strong organizational skills, effective communication, and the ability to handle multiple responsibilities in a fast-paced environment.

Requirements

• High school diploma or GED.
• Four years of increasingly responsible administrative clerical or office experience.
• Excellent communication and writing skills.
• Ability to work without close supervision and possess strong problem-solving skills.
• Demonstrated independent decision-making and strong customer service orientation.
• Excellent organizational and interpersonal skills.
• Proficiency in standard office equipment and personal computers.
• Aptitude for learning new software and systems.
• Ability to prioritize, multi-task, and meet deadlines.

Nice To Haves

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

Responsibilities

• Serve as the front desk receptionist for the Office of Alumni Engagement, ensuring the office runs smoothly and efficiently.
• Maintain a tidy and presentable front desk with necessary materials.
• Receive, sort, screen, and distribute all incoming communications appropriately, including phone calls, voice messages, mail, and emails.
• Handle cash, checks, and credit card transactions, ensuring all assets are recorded and secured for weekly deposits.
• Supervise work-study students, including onboarding, approving timesheets, and ensuring duties are completed accurately.
• Monitor office supplies and place orders when necessary to keep the supply closet organized.
• Act as the DocuSign author for the department, keeping updated records and files.
• Compile and prepare income reports from various platforms for data entry and assist Gift Services with related issues.
• Manage university and association credit card transactions for pre-approved purchases.
• Act as the secondary inventory contact for managing department property and assets.

Benefits

• Full-time position with a salary of $35,000 annually with flexibility based on education and experience.
• Opportunity to work in a Tier One research university environment.
• Engagement in community service and public service initiatives.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Educational Services
• Education Level: High school or GED
• Number of Employees: 10,001+ employees