Senior Administrative Associate, School of Health and Human Sciences

University of Texas at Austin•UT MAIN CAMPUS, UT

1d•Onsite

About The Position

The Department of Human Development and Family Sciences at the University of Texas at Austin seeks a Senior Administrative Associate to provide high-level administrative support to department faculty, students, and staff. The role supports travel and event coordination, academic administration, financial processing, general departmental operations, and communications. The department’s work focuses on creating and applying knowledge to improve the lives of individuals, families, and communities through interdisciplinary research and education.

Requirements

Bachelor’s degree.
At least 3 years of administrative experience.
Strong customer service and interpersonal skills.
Ability to communicate effectively verbally and in writing.
Dependability, professionalism, and willingness to learn new systems.
Ability to manage multiple tasks and meet established deadlines.
Ability to follow established procedures and maintain confidentiality when handling sensitive information.
Collaborative, team-focused mindset.
Strong organizational skills and attention to detail.
Strong computer skills necessary for daily office operations.
Basic proficiency with Microsoft Office applications.

Nice To Haves

Experience in a university, educational, or nonprofit office environment.
Experience with University of Texas financial and reporting systems, such as DEFINE, FRMS, Point Plus, UT Market, Amazon Business, or eShip Global.
Familiarity with finance, accounting, and budgeting.
Experience supporting events, front-desk operations, or student-facing services.

Responsibilities

Coordinate seminar and visitor logistics, including travel arrangements, itineraries, hotel accommodations, entertainment approvals, venue research and booking, travel reimbursements, and coordination with UT facilities and catering.
Create vendor profiles and direct billing accounts, and establish relationships with regular purveyors.
Process travel authorization requests and reimbursements for faculty conference travel.
Support academic course activities, including course and room scheduling, instructor surveys, final exam scheduling, and grade reporting.
Assist with course catalog updates and changes for multiple degree plans in coordination with department leadership and program advisors.
Manage classroom scheduling and other administrative tasks for academic classes.
Assist with special programs, such as study abroad.
Gather, review, and submit supporting documentation for accounts payable, purchasing, travel reimbursements, and other requests.
Coordinate and process independent contractor, consultant, vendor, and honorarium documentation in accordance with university policies.
Use UT financial request and processing systems, including DEFINE, FRMS, and Point Plus.
Anticipate departmental needs and proactively suggest solutions to streamline workflows and improve service delivery.
Provide general administrative support to faculty, staff, and students, including assistance with departmental communications and onboarding.
Work with a work-study student and administrative associate, delegating projects as needed.
Provide backup to the Department Chair and Department Manager on related functions as assigned.
Maintain the departmental website, wiki page, email distribution lists, unit calendar, and contact lists and directories.
Assist with department communications, promotional materials, and engagement initiatives.
Perform additional related administrative functions as assigned to support the department’s evolving needs.