Senior Administrative Associate - Academic Affairs at UT Social Work

Senior Administrative Associate – Academic Affairs School of Social Work, University of Texas at Austin Location: UT MAIN CAMPUS, Austin, TX Hours: 40 hours per week (Standard office hours 8am–5pm Monday–Friday with occasional evening, weekend, or travel as needed). Contract: Expected to Continue Salary: $53,000+ depending on qualifications Benefits: 100% employer‑paid basic medical coverage, retirement contributions, paid vacation and sick time, paid holidays. Responsibilities Coordinate the course scheduling process with the Associate Dean and program leadership, including collecting teaching preferences, communicating course assignments, tracking responses, and coordinating classroom requests. Collect, review, upload, and archive course syllabi; ensure compliance with university, state, and accreditation requirements. Administer and maintain Course Instructor Surveys (CIS), including system coordination, communications, and deadline monitoring. Support adjunct faculty operations by maintaining listservs, coordinating semester meetings, and collaborating with the Director of Adjunct Affairs and Director of Academic Initiatives. Provide administrative support for assessment and accreditation activities, including tracking and maintaining program data. Partner with the Provost’s Office to support the course master functionality within the Simple Syllabus platform. Maintain faculty workload documentation with Faculty Affairs, HR and leadership to ensure alignment with institutional policies. Manage complex calendar scheduling, meeting coordination, and travel arrangements for the Associate Dean. Prepare, draft, and edit correspondence and meeting materials. Attend Academic Programs and Student Services meetings, document key takeaways and provide follow‑up support. Maintain tracking systems for deadlines, deliverables and project timelines; proactively monitor progress and send reminders. Screen and distribute incoming communications and support day-to‑day administrative needs of the Academic Affairs office. Provide direct support to faculty, including assistance with desk copies and navigating academic systems. Serve as the School’s primary point of contact for the Course Instructor Survey system. Deliver training (virtual and in‑person) to support faculty adoption of the Simple Syllabus platform. Maintain in‑office presence for reliable front‑office coverage and operational continuity. Coordinate with the Dean’s Executive Administrative Assistant to ensure coverage during absences and high‑volume periods. Provide backup administrative support to the Dean’s Office as needed. Organize and maintain electronic and physical records in compliance with retention policies. Act as liaison between candidates, HR and the Adjunct Affairs team during the interview process, assisting with documentation and onboarding. Develop and manage datasets related to course offerings, faculty performance, and instructional outcomes. Produce reports to support adjunct reviews, benchmarking and leadership decision‑making. Design and maintain master course data files to improve data accessibility and accuracy. Required Qualifications Bachelor’s degree and at least one year of relevant administrative experience (or equivalent combination of education and experience). Proficiency with Microsoft Office Suite, including advanced Excel skills. Experience designing and managing organizational systems (tracking tools, filing systems, reporting structures). Demonstrated ability to develop standardized processes and templates. Strong attention to detail and ability to manage multiple priorities in a fast‑paced environment. Excellent interpersonal, written and verbal communication skills. Ability to handle sensitive information with discretion and professionalism. Proven ability to work both independently and collaboratively. Demonstrated reliability, with a history of consistent and punctual attendance. Flexibility and adaptability in supporting a diverse range of stakeholders. Preferred Qualifications Experience in higher education, preferably at UT Austin. Knowledge of university systems and administrative processes. Familiarity with academic operations, faculty support and student services environments. Understanding of campus culture and student experience. Working Conditions Standard office conditions; manual dexterity required; lift and move standard office files and supplies. Work Shift In‑person Monday–Friday 8am–5pm; occasional evening or weekend work; occasional travel required. Equal Opportunity Employer The University of Texas at Austin is an equal‑opportunity/affirmative action employer and complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions. #J-18808-Ljbffr The University of Texas at Austin