Senior Administrative Associate - Academic Affairs at UT Social Work

Job Posting Title:
Senior Administrative Associate - Academic Affairs at UT Social Work
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Hiring Department:
School of Social Work
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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 01, 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
About UT Social Work:

UT Social Work is ranked among the top10 programs of social work education in the country, values high-level scholarship, innovative teaching and commitment to service. Our mission is to promote social and economic justice, alleviate critical social problems and enhance human well-being.

About UT Austin:

The University of Texas at Austin, founded in 1883, ranks among the 40 best universities in the world with top national programs across 18 colleges and schools. The university is an enduring symbol of the spirit of Texas, driving economic and social progress while serving the city, state, nation and world as a leading center of knowledge and creativity. Our work is inspired by the bold spirit of Texas and our commitment to its people.

Learn more about UT Austin's mission and values, leadership and strategic plan.

Benefits package:

• 100% employer-paid basic medical coverage
• Retirement contributions
• Paid vacation and sick time
• Paid holidays
• For more Total Rewards click here

Purpose

The Senior Administrative Associate for Academic Affairs supports the daily academic operations of the School of Social Work and provides high-level administrative support to the Associate Dean for Academic Affairs. This role is responsible for coordinating course scheduling, managing syllabus and accreditation processes, maintaining academic and faculty records, and ensuring efficient administrative operations within the Academic Affairs portfolio.

Responsibilities

This position is office-based and not structured as a remote or flexible-schedule role due to the need for real-time administrative support and office coverage.

This position description is not intended to be all-inclusive. Responsibilities may evolve over time, and the employee may be assigned additional duties, special projects, or initiatives to support Academic Affairs and the broader operations of the School of Social Work.

Academic Affairs Support

• Coordinate the course scheduling process in collaboration with the Associate Dean and program leadership, including:
  • Collecting teaching preferences via Qualtrics
  • Communicating course assignments and invitations to faculty
  • Tracking responses and updating course schedules
  • Coordinating classroom requests and final room assignments
• Collect, review, and upload course syllabi to the university website; maintain the School's syllabi archive and respond to syllabi requests.
• Ensure syllabus compliance with university, state, and accreditation requirements, including learning outcomes and common assignment expectations.
• 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 the Director of Academic Initiatives.
• Provide administrative support for assessment and accreditation activities, including tracking and maintaining program data.
• Partner with the Provost's Office (OAT team) to support the course master functionality within the Simple Syllabus platform.
• Maintain faculty workload documentation in collaboration with Faculty Affairs, HR, and leadership to ensure alignment with institutional workload policies.

Administrative Support to the Associate Dean

• Manage complex calendar scheduling, meeting coordination, and travel arrangements (including reimbursements).
• 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 as needed.
• Screen and distribute incoming communications and support day-to-day administrative needs of the Academic Affairs office.

Faculty Support

• Provide direct support to faculty, including assistance with obtaining desk copies and navigating academic systems.
• Serve as the School's primary point of contact for the Course Instructor Survey (CIS) system.
• Deliver one-on-one and group training (virtual and in-person) to support faculty adoption and ongoing use of the Simple Syllabus platform.

General Administrative & Office Operations

• Maintain consistent in-office presence to ensure reliable front-office coverage, responsiveness, and operational continuity.
• Coordinate closely with the Dean's Executive Administrative Assistant to ensure coverage for breaks, absences, and high-volume periods.
• Provide backup administrative support to the Dean's Office, including direct support to the Dean as needed to ensure continuity of operations.
• Organize and maintain electronic and physical records in compliance with records retention policies.
• Serve as a liaison between candidates, Human Resources, and the Adjunct Affairs team following interviews by:
  • Assisting in guiding candidates through the collection of required HR documentation
  • Assisting in responding to onboarding inquiries
  • Coordinating submission and tracking of contractual materials
  • Maintaining organized adjunct records repositories

Data Analysis & Institutional Reporting

• 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, accuracy, and operational efficiency.

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 (e.g., 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, including 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.

Salary Range

$53,000+ depending on qualifications

Working Conditions

• Standard office conditions (Use of manual dexterity. Lift and move standard office files and supplies.
• This position is based in Austin, TX and is required to work on campus

Work Shift

• In-Person Monday - Friday (8am - 5pm)
• Occasional/seasonal evening and/or weekend work.
• Occasional travel required

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.

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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.