Senior Administrative Associate - STEM Education Excellence

The University of Texas at Austin • Austin, TX

3h • $50,000 - $55,000 • Onsite

About The Position

The College of Natural Sciences (CNS) at the University of Texas at Austin strives to foster a work environment that enables all employees to contribute at the highest possible level to support the mission of the University. We are committed to being a community that celebrates the dignity of every individual, honors differences, and lets each person know that they belong. What starts here really does change the world. For more information about the CNS, please visit https://cns.utexas.edu . Must be eligible to work in the US on a full-time basis for any employer without sponsorship. Contribute to our mission-driven work via operations support, empowering instructors to offer the highest-quality educational experiences for undergraduate students. Responsibility for end-to-end administrative operations—financial support, course & event logistics, digital & office organization, and communications—across a flexible portfolio. Streamline workflows and ensure adherence to university and sponsor policies, as well as advance our core mission of fostering wellness, belonging, and success for all students and instructors.

Requirements

• Bachelor’s degree and three years of administrative experience
• Strong knowledge of budget tracking, purchasing, and financial reconciliation, with proven ability to ensure accuracy, accountability, and fiscal responsibility
• Excellent organizational, communication, and problem-solving skills, with the capacity to work independently, balance multiple priorities, and exercise sound judgment
• Demonstrated reliability, including consistent follow-through and timely completion of tasks.
• Proficiency with Microsoft 365 and the ability to learn and master applications used in STEMx and at UT-Austin

Nice To Haves

• Professional experience supporting academic programs or faculty initiatives
• Familiarity with administrative and financial technologies used in STEMx, such as DEFINE, Workday, and SharePoint, and the ability to leverage these tools for operational efficiency.
• Demonstrated success supporting end-to-end event logistics
• Proven success in developing standard operating procedures and leading process improvement initiatives
• Supervisory experience, including mentoring and managing student workers

Responsibilities

• Financial Support: Process purchases and all payment transactions for STEMx and associated activities. Track and reconcile expenditures across STEMx accounts and provide regular budget updates for STEMx leadership. Coordinate with the CNS Undergraduate Education Business Office, department administrators, and guests for timely processing of transactions, including honoraria, memoranda of understanding (MOUs), travel, reimbursements, and account transfers.
• Course & Event Logistics: Organize and support events and meetings from planning through day-of execution, including consultations with event owners, space reservations, catering, advertising, RSVPs, procurement, and contract processing. Coordinate faculty, student, and guest travel for programs. Support professional development courses, including scheduling, reserving classrooms, hiring and onboarding undergraduate course assistants, and logistics for course development committees.
• Digital & Office Organization: Support document organization and access using campus-supported technologies, such as M365 (including SharePoint), Canvas, and UT Box. Track enrollment and participation in courses, events, and programs. Support the collection and organization of data to demonstrate program impact. Serve as the point of contact for office logistics (e.g., facilities, IT, supplies, keys, shipping/receiving). Procure office supplies. Adhere to established SOPs and develop internal processes when needed for consistency and efficiency.
• Communication: Maintain cross-campus contact lists for all STEMx programs. Liaise with administrators in other CNS offices and departments to facilitate STEMx needs. Facilitate resource production by proofreading drafts and obtaining approvals. Organize information for STEMx newsletters, website updates, and annual reports. Engage regularly with the STEMx Assistant Dean and, as needed, with STEMx Faculty Directors.
• Team Engagement: Participate in team meetings, events, special projects, communications, and day-to-day operations of the STEMx office. Supervise student workers as needed, providing mentorship and training. Other duties as assigned, including supporting special projects and staffing events within CNS.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 5,001-10,000 employees