Administrative Associate, Annette Strauss Institute, Moody College of Communication

Administrative Associate, Annette Strauss Institute, Moody College of Communication

The Administrative Coordinator supports the administrative operations of the Annette Strauss Institute by coordinating office functions, assisting with financial and personnel processes, maintaining records and documentation, supporting events and programs, and providing general operational assistance. This position works closely with institute staff and university partners to ensure compliance with university procedures, maintain organized workflows, and support the successful implementation of institute initiatives.

Responsibilities

• Financial Support & Planning: Assist with the financial tasks such as reporting, reconciliation and compliance. Pull reports and collaborate with ASI staff to support project budgeting. Provide support for development and fundraising by gathering financial data and assisting with donor documentation. Be the holder of the Procard and conference card Support completion of annual budget process in coordination with Moody financial officers. Serve as the liaison with Moody College and ensure compliance with UT policy, practices, procedures and deadlines.
• Human Resources: Assist with student and staff hiring, coordinating with Moody HR and ASI staff to post ads and set up interviews. Manage Workday processes including contracts, stipends, scholarships, tuition reimbursements and job changes.
• Events: Support events and functions in alignment with the program budget. Serve as a contact for vendors and attend events as needed by the Director and institute staff.
• Grants and Contracts: Collect proposal documents and organize grant files, prepare draft forms for OSP/SPAA. Run routine expenditure reports.
• Office Functions: Manage purchasing and equipment maintenance. Complete annual departmental inventory certification process. Ensure appropriate office support is available for events, projects, and basic office functions. Collaborate with the Director to identify professional development opportunities for the staff and develop effective office protocols and procedures. Participate in training and attending meetings to stay up to date on important information pertaining to all job responsibilities.
• Other duties as assigned

Required Qualifications

High School Diploma with at least 5 years of clerical experience, or Bachelor's Degree with at least 1 year of experience at the Administrative Assistant level. Demonstrated proficiency in oral and written communication, excellent organizational skills, and a high level of accuracy and attention to detail. Proficiency in Microsoft Office programs. Ability to assess workload, prioritize tasks, and meet deadlines to manage concurrent projects for multiple areas with accuracy. Ability to learn quickly and be flexible. Ability to undertake and complete tasks with minimal supervision and exhibit individual initiative in meeting the functions of the position. Experience taking ownership of projects and seeing them through to completion.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor's degree and 3 years of administrative experience. Experience with basic accounting practices, including the preparation of budgets and reports. Experience with supporting grant efforts including coordinating with research offices. with pre- and post-award grant management at UT Austin. Experience with donor relations and event management.

Salary Range

$50,000 + depending on qualifications

Working Conditions

• Standard office environment
• Occasional evenings and weekends may be required
• Hybrid work schedule with a combination of working remotely and on campus hours.

Required Materials

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