Administrative Associate

The University of Texas at Austin•Austin, UT

12d•Onsite

About The Position

The faculty affairs administrative associate provides administrative, operational, logistical, and financial-processing support for Faculty Affairs within the School of Civic Leadership at The University of Texas at Austin. The role is the primary point of contact for faculty administrative requests and provides daily front desk coverage, responds to inquiries, manages correspondence and scheduling, and routes requests appropriately. The associate supports faculty and visitor travel, honoraria and guest payments, faculty purchasing, Procard reconciliation, tracking systems, Student Associate workflows, and Faculty Affairs projects. The role also updates the Faculty Affairs SharePoint page, prepares event communications, and assists with conferences, job talks, guest visits, and other academic events. Additional duties include preparing visitor itineraries and packets, maintaining supplies and shared spaces, keeping contact lists and office procedures current, and working with School and University staff on routine administrative tasks. The position is based at the UT Main Campus, is scheduled for 40 hours per week, and is expected to continue. The earliest start date is November 2, 2026. The University of Texas at Austin describes its School of Civic Leadership as a community dedicated to studying the foundational ideas and institutions of a free society and advancing human flourishing.

Requirements

Bachelor’s degree and at least one year of administrative, program, business, higher education, or related professional experience; relevant education and experience may be substituted as appropriate.
Strong organizational skills and demonstrated ability to manage multiple assignments, deadlines, records, and priorities accurately.
Excellent written and verbal communication skills and ability to interact professionally with faculty, staff, students, visitors, and external partners.
Experience supporting administrative functions such as scheduling, travel, events, purchasing, record-keeping, or similar processes.
Proficiency with common office productivity and collaboration tools and ability to learn new administrative systems.
Ability to exercise discretion, maintain confidentiality, follow established procedures, and recognize when matters require escalation.
Ability to work independently and collaboratively in a fast-paced environment, maintain dependable on-site front desk coverage throughout the assigned work schedule, and balance reception needs with other administrative priorities.

Nice To Haves

Experience working in a university, public-sector, or similarly complex administrative environment.
Knowledge of The University of Texas at Austin or UT System business policies and administrative procedures.
Experience supporting faculty or academic programs and coordinating travel, purchasing, reimbursements, events, or guest visits.
Experience with DEFINE, UT Market, SmartSheet, University travel systems, or comparable administrative platforms.
Experience with procurement documentation, reconciliation, records management, or business continuity processes.
Strong attention to detail, professional judgment, follow-through, and commitment to responsive service.

Responsibilities

Provide consistent daily front desk coverage; greet and assist faculty, staff, students, and visitors; respond to inquiries; manage correspondence and scheduling; and route requests appropriately.
Coordinate routine faculty and visitor travel, including collecting traveler information, arranging airfare and lodging, and assisting with travel authorizations and reimbursements.
Support honoraria and guest payments by collecting required documentation, communicating with recipients, and preparing materials for processing.
Serve as backup to the Senior Administrative Associate for faculty purchasing, including books, supplies, and event materials.
Assist with Procard reconciliation by collecting receipts and preparing documentation for review.
Maintain Faculty Affairs tracking systems, process Student Associate request sheets, and follow up on outstanding requests.
Update the Faculty Affairs SharePoint page and prepare related event emails under the direction and review of the Senior Administrative Associate for Business Affairs & Faculty Affairs.
Assist with logistics for faculty conferences, job talks, guest visits, and other academic events, including reservations, catering, materials, setup, hospitality, and on-site support.
Assemble itineraries and visitor packets using established templates and confirmed schedules, travel details, and other visit information.
Maintain office supplies, organize shared spaces, prepare meeting and visitor areas, and keep contact lists and office procedures current.
Work with School of Civic Leadership staff and University offices to complete routine administrative tasks.
Assist with Student Associate workflow and Faculty Affairs projects under the Senior Administrative Associate’s direction.
Perform other related duties as assigned.