Senior Administrative Associate

University of Texas at Austin

1d • Onsite

About The Position

The Senior Administrative Associate is an operational anchor for Career Success, owning the day-to-day systems, spaces, and processes that allow the team to deliver consistently for students and employers. This role leads front desk and student employee operations, manages facilities and space across a high-traffic environment, and ensures administrative functions run reliably without requiring close direction. The right person for this role takes pride in a well-run operation, anticipates what the team needs before it’s asked, and holds themselves accountable to a high standard of service and professionalism.

Requirements

• Bachelor’s degree.
• 2+ years of experience in administrative, office and/or facilities operations with minimal supervision.
• Demonstrated experience supervising staff and/or student employees.
• Ability to coordinate facilities, space scheduling, work orders, and building access.
• Strong organizational, customer service, and communication skills.
• Proficiency with facilities management software and Microsoft Office Suite.
• Equivalent combination or substitution of relevant education and experience may be substituted as appropriate

Nice To Haves

• 4+ years of experience
• Previous experience managing front desk in a high traffic office.
• Experience with Mazevo software.

Responsibilities

• Front Desk and Student Employee Operations Hire, onboard, train, schedule, and supervise full-time front desk staff and student Career Associates to ensure consistent, high-quality front desk and reception coverage. Serve as primary backup coverage for the front desk, ensuring continuity of operations during absences or peak periods. Develop, document, and maintain front desk and reception procedures, including visitor check-in, phone coverage, mail handling, and general inquiries. Assign meaningful projects to student employees that support operational priorities while ensuring reliable daily coverage. Recognize patterns in day-to-day operations and bring relevant context to supervisor to inform next steps. Provide ongoing training, coaching, and performance feedback to both full-time and student staff to promote accountability, skill development, and service excellence.
• Administrative and Office Operations Monitor operational workflows and flag recurring issues and coordinate with appropriate team members to address them. Manage office inventory and supplies, including recruiter facing lounges. Process orders via UT Market, Amazon, and other vendors. Receive, distribute, and track mail and deliveries. Maintain office organization, storage areas, and shared equipment. Coordinate ITS and additional Facilities Services requests for daily operations and events. Support onboarding of new Career Success staff (workspace setup, equipment, listservs, keys/badging).
• Facilities, Space, and Building Operations Serve as the primary Career Success liaison to Facilities Services and building management. Anticipate space and facilities needs in advance of high-traffic periods, employer visits, and large-scale events, coordinating proactively with other occupant stakeholders, facilities, security, and building management to ensure readiness. Manage day-to-day operations of classrooms, meeting rooms, interview rooms, and employer facing spaces. Administer the online room and space reservation system. Submit, track, and follow up on facilities work orders (repairs, custodial requests, furniture moves, storage). Coordinate keys, badging, and BACS access based on staff and program needs. Partner with other suite administrators to maintain shared spaces (kitchens, common areas, storage).
• Event, Program, and Classroom Support Coordinate logistics for events, programs, and meetings. Order catering and manage delivery, setup, and takedown. Submit event and room setup requests to Facilities Services. Coordinate accessibility accommodations with Disability & Access (D&A). Provide basic classroom and conference room technology setup and troubleshooting.
• Employer Facing Space and Resource Support Manage employer lounges and related spaces to ensure they are clean, stocked, and ready for use. Monitor recruiter facing amenities and coordinate restocking and custodial support. Serve as a logistical point of contact for employer on‑site needs.
• Communication and Systems Support Manage Career Success listservs and distribution lists. Support administrative systems related to scheduling, space usage, and coordination.
• Additional Duties as Assigned

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level