Senior Administrative Associate - Academic Affairs at UT Social Work

Senior Administrative Associate - Academic Affairs at UT Social Work

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.

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