Administrative Associate – Clements Center Academic Affairs

The University of Texas at Austin • Austin, TX

2d • Onsite

About The Position

The Clements Center for National Security, a rapidly growing unit within the University of Texas at Austin, is seeking a detail-oriented Administrative Associate for high-level administrative support of the Academic Affairs team. The Clements Center for National Security at The University of Texas at Austin draws on the best insights of diplomatic and military history with the mission to train the next generation of national security leaders. Your skills will make a difference. You’ll be working for a university that is internationally recognized for our academic programs and research. Your work will contribute to operational excellence and enhance the student experience. If you’re the type of person that wants to know your work has meaning and impact, you’ll like working in our department and for UT Austin.

Requirements

• Requires a High School Diploma/GED with a minimum of two years of administrative/clerical function.
• Demonstrated experience supporting complex programs, projects, or initiatives.
• Excellent communication, collaboration, organizational, and problem-solving skills.
• Demonstrated proficiency in programs such as DocuSign, Adobe, and Microsoft Suite.
• Must be authorized to work in the U.S. on a full-time basis for any employer without sponsorship.
• Relevant education and experience may be substituted as appropriate.

Nice To Haves

• Experience supporting faculty and staff in higher education-related fields.
• Previous experience with the University of Texas at Austin’s systems and platforms (i.e. Define, FRMS, UT Market, etc.)

Responsibilities

• Supports front desk operations, assisting the Academic Affairs Executive Assistant with staffing the front desk directly or scheduling and coordinating student workers to ensure consistent coverage during office hours.
• Engages directly with the UT and wider community.
• Handles incoming and outgoing communications, including emails, phone calls, and walk-in visitors.
• Provides customer service to faculty, staff, students, and guests.
• Prepares routine, well-written correspondence for distribution, including correspondence for the academic affairs leadership and team.
• Maintains accurate and professional correspondence logs, files, databases, and other tracking systems as necessary.
• Serves as liaison between leadership, staff, and campus partners.
• Provides logistical support for a wide range of department activities, such as scheduling meetings, maintaining office supplies and other administrative support for faculty and students.
• Assist with processing invoices, vouchers, reimbursements and other accounting transactions.
• Assists in the scheduling of travel, maintains records and processes related activities and approvals.
• Manages database tracking and maintenance and assists with the preparation and completion of the annual budget for the Academic Affairs team.
• Assists with faculty and student administrative processes, including document management.
• Assists with faculty and student events, such as food ordering, room reservations, day of event support, and clean-up.
• Maintains and organizes important documents and records.
• Prepares reports, presentations, and other documents as needed.
• Conducts necessary research and maintains data for decision-making.
• Schedules, attends, and takes minutes for meetings as needed.
• Manages assigned databases, coordinating approvals, communications, and other related functions.

Benefits

• Competitive health benefits (employee premiums covered at 100%, family premiums at 50%)
• Voluntary Vision, Dental, Life, and Disability insurance options
• Generous paid vacation, sick time, and holidays
• Teachers Retirement System of Texas, a defined benefit retirement plan, with employer matching funds
• 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
• Robust free training access through LinkedIn Learning plus professional conference opportunities
• Tuition assistance
• Expansive employee discount program including athletic tickets
• Free access to UT Austin's libraries and museums with staff ID card
• Free rides on all UT Shuttle and Austin CapMetro buses with staff ID card

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED