Administrative Associate- Student Affairs

University of Texas at Austin • Austin, TX

2d • $55,000 • Onsite

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.
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 Administrative Associate provides administrative and operational support to the Associate Dean of Student Affairs and the leaders of SCL Recruiting, Career Success, and Admissions and Student Life. This position keeps schedules, information, business processes, and shared projects organized.

Requirements

• Bachelor’s degree in a related field.
• At least 1 year of experience in an administrative assistant role.
• Experience providing administrative or operational support in a setting with multiple priorities and stakeholders.
• Strong organizational skills and attention to detail, including the ability to track assignments through completion.
• Clear, professional written and verbal communication skills.
• Ability to work independently, research questions, solve routine problems, and recognize when an issue should be escalated.
• Sound judgment and ability to handle sensitive information confidentially.
• Ability to learn new systems and adapt as priorities change.
• Excellent written and verbal communication.
• Relevant education and experience may be substituted as appropriate.

Nice To Haves

• Demonstrated experience in an administrative support role.
• Experience in higher education or a similarly complex organization.
• Experience supporting multiple leaders or coordinating work across teams.
• Experience with budget tracking, business processes, and preparing reports or briefing materials.

Responsibilities

• Coordinate calendars, meetings, and related logistics for the Associate Dean and designated Student Affairs leaders.
• Prepare agendas, meeting materials, briefing documents, and correspondence.
• Monitor incoming communications, respond to routine inquiries, and route matters requiring leadership attention.
• Maintain organized office files and records, exercising discretion with confidential information.
• Track day-to-day budget activity and coordinate purchasing, payments, reimbursements, and other business processes with the SCL Business Office.
• Maintain records and follow up on pending transactions to help ensure timely processing.
• Identify gaps in administrative processes and recommend practical improvements.
• Coordinate with colleagues across Student Affairs, the Dean’s Office, the Business Office, Development, and other university units to gather information and move work forward.
• Take notes during weekly department meetings, track decisions and outstanding issues, and follow up on assigned actions.
• Support projects and recurring activities across Recruiting, Career Success, and Admissions and Student Life, including admissions review as needed.
• Compile information and prepare reports, summaries, and briefing materials for the Dean’s Office and other stakeholders.
• Help communicate updates and decisions to relevant colleagues with clarity, professionalism, and appropriate judgment.
• Perform other related 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

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level