Senior Administrative Associate, College of Pharmacy, Division of Pharmacology & Toxicology

Job Posting Title:

Senior Administrative Associate, College of Pharmacy, Division of Pharmacology & Toxicology

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Hiring Department:

College of Pharmacy

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Non-Exempt from FLSA

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Earliest Start Date:

Jun 08, 2026

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

This position may occasionally be required to work additional hours to complete time-sensitive projects, or attend events. Position may perform work both in-person and remotely as determined by supervisor and college leadership work needs. Flexible work arrangements are available in the College of Pharmacy.

The University of Texas at Austin provides competitive compensation plans plus a comprehensive benefits package that includes: insurance and Teachers Retirement System (TRS) retirement benefits ; paid vacation, sick and holiday time off ; access to employee professional development and wellness services ; the opportunity to qualify for the Public Service Loan Forgiveness (PSLF) federal program; flexible work arrangements and more.

The College of Pharmacy at The University of Texas at Austin welcomes and respects all individuals and communities by valuing and consciously maintaining awareness of perspectives and experiences.

Purpose

The Senior Administrative Associate reports to the Senior Administrative Program and Division Coordinator in the Division of Pharmacology and Toxicology to support faculty, graduate programs and general division administrative functions.

Responsibilities

• Provide administrative support to several division faculty and their research staff, following university and college policies and procedures. This includes processing various HR transactions in Workday for students and research staff, working with Texas Global to process international visas as needed, processing tuition payments, scholarship awards, reimbursements, and bill payments. Coordinate travel for faculty, staff, and students. Procurement card reconciliation, entertainment requests and reimbursements. Submit facilities requests, order and monitor inventory of office supplies, oversee mail distribution and other administrative requests. (50%)

• Coordinate seminar series making arrangements for guest speakers, including travel, meals, itineraries and reimbursements (15%)

• Assist and participate in division events, including an annual graduate student recruiting event. (15%)

• Assist principal investigators with grant documents and other grant-related activities, including budget monitoring. (10%)

• Draft letters and other administrative documents in a professional manner. Assist with academic functions such as course instructor evaluations, exams, and other academic related requests. Attend meetings and training sessions as required. (10%)

• Additional duties as assigned.

Required Qualifications

• High School Diploma (or GED) and at least one year of clerical experience at the Administrative Assistant or Administrative Associate level.

• Experience providing excellent administrative support

• Experience with productivity and collaboration tools such as Microsoft 365 applications, specifically Outlook, Excel, Word, and Teams; Zoom or other video meeting platform; and Box or other cloud document sharing.

Equivalent combination of relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Bachelor's degree and at least 2 years of clerical experience at the Administrative Assistant or Administrative Associate level.

• Demonstrated proficiency and experience with productivity and collaboration tools such as Microsoft 365 (formerly called Office) applications, specifically Outlook, Excel, Word, and Teams; Zoom or other video meeting platform; and Box or other cloud document sharing.

• Experience in higher education environment supporting faculty, research staff and graduate students in administrative and human resource processes

• Experience with UT financial and human resource systems such as DEFINE, FRMS and Workday.

• Experience with or an understanding of the United States visa processes, such as for F-1 students, J-1 visitors, and H1B employees.

• Experience with administrative tools such as DocuSign and Workday.

• Demonstrated effective communication skills.

Salary Range

$48,000+ depending on qualifications

Working Conditions

• Open office environment

• Repetitive use of a keyboard at a workstation

• Use of manual dexterity

Required Materials (3)

*incomplete applications may not be reviewed*

• Resume/CV

• Letter of Interest

• List of 3 Professional References, at least one of which must be a direct supervisor

Important: You will be prompted to submit your Resume/CV in the first step of the online job application process. Then, any additional Required Materials as listed above will be uploaded in the My Experience section; you can multi-select the additional files or click the Upload button for each file. Before submitting your online job application, ensure thatALLRequired Materials have been uploaded. Once your job application has been submitted, you cannot make changes.

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers : As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer,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.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university's company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.