Administrative Associate (Salary)

University of Texas at Austin

2d•Onsite

About The Position

The Administrative Associate supports the administrative operations of the Department of Asian Studies by coordinating office functions; assisting with financial and personnel processes; maintaining records and documentation; supporting events and programs; and providing general operational support. This role works closely with department, college, and university partners to ensure compliance with university procedures, maintain efficient and organized workflows, and support the successful implementation of departmental initiatives. While initially assigned to a specific functional area, the position is designed to be flexible, allowing for support across multiple operational areas within the department as needed. Administrative Associates develop a comprehensive working knowledge of departmental operations and contribute to their assigned areas while also assisting with other core functions during peak periods or staffing transitions.

Requirements

Bachelor’s degree with at least one year of experience at the Administrative Assistant level or a high school diploma with at least 5 years of clerical experience.
Demonstrated proficiency in oral and written communication, excellent organizational skills, and a high level of accuracy and attention to detail.
Proficiency in Microsoft Office programs.
Ability to assess workload, prioritize tasks, and meet deadlines to manage concurrent projects for multiple areas with accuracy.
Ability to learn quickly and be flexible.
Ability to undertake and complete tasks with minimal supervision and exhibit individual initiative in meeting the functions of the position.
Experience taking ownership of projects and seeing them through to completion.
Able to work under pressure and accept supervision.
Regular and punctual attendance.
Relevant education and experience may be substituted as appropriate.

Nice To Haves

Bachelor's degree and 3 years of administrative experience.
High accuracy in spelling, punctuation, grammar, and proofreading.
One or more years of purchasing experience with a corporate credit card.
More than three years of experience using computers and related software such as Word, Excel, and Adobe Acrobat.
Willingness to learn other software applications as necessary.
Demonstrated ability to learn quickly and excel.
Experience in governmental or commercial accounting and budgets.
Familiar with UT Austin's policies and procedures.

Responsibilities

Coordinate daily activities at the front desk.
Respond to routine inquiries from students, parents, faculty, staff, and the public by researching issues and escalating more complex matters as appropriate.
Troubleshoot customer inquiries, issues, and complaints, including follow-up as needed.
Process all incoming and outgoing mail and package deliveries.
Maintain the departmental directory, internal directories, and mailboxes.
Ensure the office remains accessible and functional by maintaining organized filing systems (both paper and digital), adequate supplies, and properly operating facilities and equipment.
Purchase necessary items through various systems and suppliers.
Process service and work-related requests.
Coordinate projects and assignments for student workers.
Manage room reservations for events and meetings and prepare spaces accordingly.
Develop and distribute flyers and announcements.
Coordinate departmental seminars, conferences, graduation events, and other special programs from planning through execution.
Provide administrative support to center directors.
Arrange logistics for visitors and guest speakers in coordination with departmental colleagues.
Provide administrative support to the department manager.
Maintain departmental websites and other digital platforms.
Support assigned work processes by maintaining documentation, assisting with updates to process materials, and participating in training efforts.
Assist with document management, recordkeeping, and report preparation.
Actively participate in meetings, trainings, and presentations.
Provide support for scholarship and honors programs.
Other duties as assigned.