Administrative Associate - Clements Center

Administrative Associate - Clements Center The Clements Center for National Security, a rapidly growing unity within The University of Texas at Austin, is seeking a detail-oriented Administrative Associate to help support its expanding operations. For more information on The Clements Center, please visit 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. UT Austin provides an outstanding benefits package including but not limited to: 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 Must be authorized to work in the U.S. on a full-time basis for any employer without sponsorship. Purpose This position provides front desk, accounting, and general administrative support for the Clements Center for National Security, serving as a key point of contact and ensuring smooth day-to-day office operations. Responsibilities Accounting Support Assist with processing invoices, vouchers, deposits, reimbursements (including travel), purchases, and other accounting transactions. Assist with contracts setup, including communicating with requestors about needed information and timelines, and organizing materials needed to develop contract. Reconcile departmental accounts and resolve routine discrepancies. Review financial documents for completeness, accuracy, and compliance with university policies. Maintain financial records and supporting documentation. Support month-end and fiscal year-end closing activities, including expense reporting. Front Desk and Communication Management Lead front desk operations, staffing the desk directly or scheduling and coordinating student workers to ensure consistent coverage during office hours. Provide customer service to faculty, staff, students, and guests. Handle incoming and outgoing communications, including emails, phone calls, and walk-in visitors. Prepare routine, well-written correspondence for distribution, including correspondence for the Center's administrative team. Maintain accurate and professional correspondence logs, files, databases, and other tracking systems. Serve as liaison between leadership, staff, and campus partners. General Administrative Support Provide logistical support for a wide range of department activities, such as organizing recruitment materials and scheduling meetings and interviews. Maintain department office supplies and inventory, including the order and receipt of office materials. Oversee general office functioning, including coordinating maintenance of shared spaces and submitting maintenance requests as needed. Coordinate travel arrangements for staff and visitors, including booking, maintaining records, and processing related approvals. Required Qualifications Requires a High School Diploma/GED with a minimum of five years of Clerical experience or a Bachelor's Degree with at least one year of experience at the Administrative Assistant level. Demonstrated experience supporting complex programs, projects, or initiatives. Excellent communication, collaboration, organizational, and problem-solving skills. Demonstrated proficiency in programs such as DocuSign, Adobe, and Microsoft Office (in particular, Excel). Relevant education and experience may be substituted as appropriate. Preferred Qualifications Experience supporting faculty and staff in higher education-related fields. Previous experience with the University of Texas at Austin's business applications (i.e., Define, FRMS, UT Market). Salary Range $50,000 + depending on qualifications Working Conditions May work around standard office conditions. Repetitive use of a keyboard at a workstation. Position is based in Austin, TX and not eligible for remote work. Lifting and moving. Required Materials Resume/CV 3 work references with their contact information; at least one reference should be from a supervisor Letter of interest