Senior Administrative Associate

University of Texas at Austin • Austin, TX

6d • $55,000 • Onsite

About The Position

A highly responsive and knowledgeable crew providing outstanding service for Facilities Services and to the university community. 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. This position provides essential operational, administrative, and logistical support for the Facilities Services leadership team and the department. The role ensures seamless daily operations by coordinating visitor services, scheduling, procurement, financial processes, inventory, hiring support, events, and travel. It serves as a central hub for communication, resource management, and operational continuity across the department.

Requirements

• Bachelor's degree and five years of clerical experience, including three years of experience at either the Administrative Assistant or the Administrative Associate level; or high school graduation or GED, and seven years of clerical experience, including five years at either the Administrative Assistant or Administrative Associate level.
• Excellent time management skills and the ability to prioritize your workload, take initiative, and multitask as needed.
• Proficient with Microsoft Office Suite, especially Word, Excel, and managing multiple calendars in Outlook; demonstrated effective oral and written communication skills with attention to detail.
• Must be authorized to work in the United States on a full-time basis for any employee without sponsorship.

Nice To Haves

• Bachelor's degree in Business Administration or related field, including seven years of clerical experience with five years at the Administrative Associate level.
• Verifiable supervisory experience.
• Possess the ability to work independently or in a team environment with limited supervision.
• Thorough knowledge of university-level structure, policies, rules and procedures; modern business practices and techniques; current trends in the field of administrative support.
• Experience with the University's Human Resources policies and procedures.
• University of Texas at Austin experience with Workday, FRMS, DEFINE, DocuSign, Smartsheet, MS Power Apps, and SharePoint.
• Leader Development program or other leadership program.

Responsibilities

• Facilities Complex Support, Visitor Services & Building Operations: Serve as the primary point of contact for Facilities Complex visitors, assisting with parking passes, directions, deliveries, general inquiries, overseeing annual parking pass renewals, and supporting building operations, acting as BACS administrator and FC1 building manager. Building Manager duties include coordinating communication with building occupants regarding operational hours, security protocols, emergency preparedness, maintenance issues, construction repairs, renovations, and utility services (including elevators). Serve as space coordinator for FC1 by completing annual space audits to ensure accurate and compliant space records.
• Executive and Departmental Support & Resource Calendar Management: Manage the Facilities Services Director’s calendar, schedule meetings for leaders, and oversee conference room, training room, vehicle, and cart calendars, including maintaining and filing usage logs, and coordinating and delivering carts/vehicles to FLEET for PMs and other maintenance needs. Support management of DO/FSS shared inboxes. Provide guidance and advice to staff about University and Facilities Services policies and procedures. Train and assist student employees on front desk responsibilities.
• Hiring, Recruitment & Onboarding Coordination: Support leaders throughout the hiring lifecycle, including posting requests, Smartsheet hiring matrices, resume handling, interview scheduling, Workday hiring tasks, and onboarding support.
• Mail, Supplies, Procurement & Financial Administration: Process departmental mail, order supplies across MO&E accounts, assist FSS with MO&E tracking, hold and reconcile the Department ProCard, create and maintain POs and contracts, process reimbursements, and process annual ITS Telecom invoices.
• Travel, Training & Conference Coordination: Coordinate travel for candidates, FS leaders, and FSS staff. Coordinate event attendance logistics including registrations, hotel and airfare arrangements, per diem planning, itineraries, and reconciling travel reimbursements for FS leaders, and FSS staff.
• Event Coordination & Facilitation: Co facilitate department level and division level events, supporting planning, logistics, and execution. This responsibility includes physical tasks such as moving furniture, lifting event materials, and bending/squatting to assist with event setup and breakdown. Assist the FSS team with event and training room setup, breakdown, and material preparation as needed.
• Employee Recognition & Awards Processing: Manage Employee Recognition (ERP) Program. Coordinate the ERP database, monitor and update system automations, coordinate awards, assist student employees with award processing and printing, and respond to any employee and supervisor questions regarding the recognition process. Coordinate Standing Ovation team awards (including OOEFs). Prepare, process and track all department retirement certificates and letters.
• Inventory Management: Reconcile annual inventory for the Director’s Office and FSS and serve as back-up for the department’s annual inventory report. Perform other related functions as assigned. Drive University vehicles. Maintain acceptable driver rating as established in Policy: UTS157 Section 2.5.4. This position may require occasional support for events held outside of normal business hours, including early morning, evenings, or weekends as needed to assist with event setup, onsite coordination, and closing activities.

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: Mid Level