Administrative Associate, Department of Human Development and Family Sciences, School of Health and Human Sciences

University of Texas at Austin

1d•Onsite

About The Position

The department of Human Development and Family Sciences is seeking a detail-oriented, resourceful, and service-driven Administrative Associate to provide day-to-day administrative support. The department is dedicated to creating and applying knowledge that can improve the lives of individuals, families and communities. Our interdisciplinary research and education span individual development, relationships and societal contexts, exploring diverse aspects of human growth and interaction.

Requirements

Bachelor’s degree and 2 years of experience in a related field or high school degree/GED and at least 5 years of relevant office experience. Relevant education and experience may be substituted as appropriate.
Strong customer service and interpersonal skills
Ability to communicate effectively both verbally and in writing
Demonstrated dependability, professionalism and willingness to learn new systems
Ability to manage multiple tasks and meet established deadlines
Ability to follow established procedures and maintain confidentiality when handling sensitive information.
Highly collaborative, team-focused mindset
Strong organizational skills with attention to detail
Strong computer skill necessary for daily office operation
Basic proficiency with Microsoft Office applications

Nice To Haves

Experience working in a university, educational, nonprofit office environment
Experience with University of Texas financial and reporting systems such as Define, FRMS, Point Plus, UT Market, Amazon business, eShip Global
Familiarity with finance, accounting and budgeting
Experience supporting events, front-desk operations or student-facing services.

Responsibilities

Serve as the initial point of contact for the department, providing clear, courteous, and professional communication to students, faculty, and visitors.
Oversee daily office functions, including supply ordering and equipment maintenance.
Anticipate departmental needs and proactively offer solutions to streamline workflows and improve service delivery.
Provide general administrative support to faculty, staff and students, assisting with departmental communications and onboarding activities.
Track and reconcile departmental expenses while ensuring necessary documentation and approvals.
Assist research staff with incentive advance requests and recurring reconciliation processes.
Handle purchasing, vendor payments, reimbursements and procurement card transactions in alignment with UT policy.
Assist with contracts, collect supporting documentation, and follow up on delayed or undelivered items.
Serve as on-site contact for HDFS faculty, students, staff and visitors in Sarah M. & Charles E. Seay (SEA) building.
Serve as HDFS’s emergency contact.
Assist with space audits and coordinate with other units in SEA as needed.
Allocate and maintain office and lab space according to annual space needs survey.
Coordinate renovations and office moves.
Conduct physical inventory and annual certification of equipment.
Coordinate facilities requests, key and badge access, mail and delivery services, surplus removal, department equipment maintenance.
Foster a welcoming environment for all constituents.
Uphold professionalism and confidentiality across all communications.
Contribute ideas for improving departmental service, processes and office operations.
Support department events including logistics, purchasing, catering, payment processing and communications.
Perform additional related administrative functions and special projects as assigned to support the evolving needs of the department such as overseeing work-study projects, maintain wiki and website communications for the department.