Administrative Associate

Administrative Associate

Hiring Department: University Housing and Dining

Position Open To: All Applicants

Weekly Scheduled Hours: 40

FLSA Status: Non-Exempt from FLSA

Earliest Start Date: May 29, 2026

Position Duration: Expected to Continue

Location: UT MAIN CAMPUS

General Notes

BENEFITS: UT Austin offers a competitive benefits package that includes:

• 100% employer-paid basic medical coverage
• Free Capital Metro bus rides
• Retirement contributions
• Longevity Pay
• Paid vacation, sick time, and holidays
• Career growth & professional development

Please visit our Human Resources (HR) website to learn more about the total benefits offered when you join our team!

Purpose

Provide leadership and oversight of the administrative and relational duties for the 24-hour residence hall desks for an area of campus. This position is also responsible for providing excellent customer service to residents and guests and the administrative oversight of special projects and tasks for University Housing and Dining (UHD).

Responsibilities

• Organize, complete, and delegate administrative functions at the Jester East front desk, including key control, typing, copying, supply maintenance, accurate filing, and sorting mail at the. Complete key audits in Jester East each week. Manage daily lock changes, including the assessment of charges and coordination with facilities for key creation. Input data and other information on the computer, utilizing programs such as Microsoft Excel. Complete Fire, Life, and Safety reporting and assessment for Jester East. Manage and assess equipment inventory of Jester East desk and make recommendations for new equipment/resources or removal of outdated equipment/resources. Monitor and report on CS Gold information. Respond to security issues by following protocol and monitoring hall access systems. Respond to all incidents by following emergency procedure protocols. Respond to and complete UT work tickets as needed.
• Oversee customer service to students, parents, and other guests in the residence hall at the Jester East desk. Answer phones, greet visitors, and respond to messages and walk-in traffic. Connect constituents to resources. Check-out supplies and equipment to residents. Assist with resident and conference guest check-in and check-out. Promote a positive image and maintain a neat, professional, and friendly appearance of the desk and lobby area.
• Assist Complex Coordinators and other professional staff members with the successful management of the residence halls. Provide functional oversight of student staff at Jester East desk. Approve time records for student staff and communicate with the supervising Complex Coordinator regarding performance concerns and training needs of student staff. Adjust student staff assignments to meet the daily operational needs of the desks. Represent the department by participating in committees. Other duties as assigned, including, but not limited to, giving residence hall tours, scheduling, picking-up office supplies. Provide support and substitution at area office desk if needed. Run reports and assessments for the department's engagement model including coding and compiling data.
• Assist with event planning and execution, scheduling room reservations, catering orders, purchasing, ordering supplies, and creating OOEFs. Collaborate with campus partners, professional staff members, and Jester Area Admin to assist in budget management as needed. Conduct correspondence on behalf of the Residence Life professional staff members. Manage calendars and schedule meetings with campus partners and UHD staff as needed.

Required Qualifications

• At least 5 years of clerical experience with a High School Diploma or at least 1 year of experience at the Administrative Assistant level with a Bachelor's Degree.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Bachelor's degree.
• Experience with Microsoft Office.
• Experience working with college students.
• Experience working with budgets.
• Experience working in a customer service setting.
• Experience using a housing software such as Star Rez.
• Experience organizing and managing office supply inventory.
• Experience in managing and auditing keys and security cards.

Salary Range

$43,500 + depending on qualifications

Working Conditions

• May work around standard office conditions.
• Repetitive use of keyboard at a workstation.

Work Shift

• Monday - Friday, 8:00AM - 5:00PM. Hours and days may vary due to business needs.

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

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.

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.

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.

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

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.

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.

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.

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]