Administrative Associate - Clements Center

The University of Texas at Austin•Austin, TX

1d•Onsite

About The Position

The Administrative Associate provides front desk, accounting, and general administrative support for the Clements Center for National Security at The University of Texas at Austin. The role serves as a key point of contact and helps ensure smooth day-to-day office operations. The position is based in Austin, Texas and is not eligible for remote work. The role supports accounting transactions and financial recordkeeping, manages front desk operations and communications, and provides logistical and general office support. Duties include assisting with invoices, vouchers, deposits, reimbursements, purchases, contracts, account reconciliations, and closing activities; serving faculty, staff, students, and guests; coordinating student-worker coverage; preparing correspondence; organizing recruitment materials and meetings; maintaining office supplies and shared spaces; and coordinating travel. The position requires either a high school diploma or GED plus at least five years of clerical experience, or a bachelor's degree plus at least one year of experience at the Administrative Assistant level. Relevant education and experience may be substituted as appropriate. The role is scheduled for 40 hours per week, is non-exempt, and is expected to continue. Salary starts at $50,000 depending on qualifications. Applicants must be authorized to work in the United States on a full-time basis for any employer without sponsorship. A criminal history background check is required for finalists.

Requirements

High school diploma or GED with a minimum of five years of clerical experience, or a bachelor's degree with at least one year of experience at the Administrative Assistant level; relevant education and experience may be substituted as appropriate.
Demonstrated experience supporting complex programs, projects, or initiatives.
Excellent communication, collaboration, organizational, and problem-solving skills.
Proficiency in programs such as DocuSign, Adobe, and Microsoft Office, particularly Excel.
Authorization to work in the United States on a full-time basis for any employer without sponsorship.

Nice To Haves

Experience supporting faculty and staff in higher education-related fields.
Previous experience with the University of Texas at Austin business applications, such as Define, FRMS, and UT Market.

Responsibilities

Assist with processing invoices, vouchers, deposits, reimbursements including travel, purchases, and other accounting transactions.
Assist with contract setup by communicating with requestors about needed information and timelines and organizing materials for contract development.
Reconcile departmental accounts and resolve routine discrepancies.
Review financial documents for completeness, accuracy, and compliance with university policies.
Maintain financial records and supporting documentation.
Support month-end and fiscal year-end closing activities, including expense reporting.
Lead front desk operations, directly staffing the desk or scheduling and coordinating student workers to ensure coverage during office hours.
Provide customer service to faculty, staff, students, and guests.
Handle incoming and outgoing communications, including emails, phone calls, and walk-in visitors.
Prepare routine, well-written correspondence for distribution, including correspondence for the Center’s administrative team.
Maintain accurate and professional correspondence logs, files, databases, and other tracking systems.
Serve as a liaison between leadership, staff, and campus partners.
Provide logistical support for department activities, including organizing recruitment materials and scheduling meetings and interviews.
Maintain department office supplies and inventory, including ordering and receiving office materials.
Oversee general office functioning, coordinate maintenance of shared spaces, and submit maintenance requests as needed.
Coordinate travel arrangements for staff and visitors, including booking, maintaining records, and processing related approvals.

Benefits

Competitive health benefits, with employee premiums covered at 100% and family premiums at 50%.
Voluntary vision, dental, life, and disability insurance options.
Paid vacation, sick time, and holidays.
Teachers Retirement System of Texas defined-benefit retirement plan with employer matching funds.
Additional voluntary retirement programs: Tax Sheltered Annuity 403(b) and Deferred Compensation program 457(b).
Flexible spending account options for medical and childcare expenses.
Free training access through LinkedIn Learning and professional conference opportunities.
Tuition assistance.
Employee discount program, including athletic tickets.
Free access to UT Austin libraries and museums with a staff ID card.
Free rides on UT Shuttle and Austin CapMetro buses with a staff ID card.