Administrative Associate

Job Posting Title:
Administrative Associate
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Hiring Department:
Teresa Lozano Long Institute of Latin American Studies
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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:
Immediately
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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

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Purpose

This position provides professional, comprehensive administrative support to the Director of Lozano Long Institute of Latin American Studies (LLIILAS) and manages the organization's operations/facilities functions, with the highest standards of excellence, accuracy, and timeliness.

Responsibilities

Administrative and Logistical Support


Manage the Director's calendar, appointments, and reminders. Coordinate travel arrangements and submit reimbursements. Provide daily administrative support to the Director. Schedule, prepare agendas, take minutes, and maintain records for key meetings (e.g., Staff, Shared Faculty, Faculty Administrator).


Governance and Faculty Program Support


Support Executive Committee and governance activities: maintain records, manage elections, and organize logistics. Track faculty committee memberships and coordinate ballot/rating systems. Prepare official reports, communications, and correspondence. Support strategic planning and progress tracking.

Operations and Facilities Management


Manage office and facility access (keys, cards). Oversee equipment and room inventory; place related orders. Coordinate office space planning and improvement projects. Submit maintenance requests and guide staff on facility processes. Maintain staff rosters, directories, and listservs. Track and coordinate computer replacement schedule.

Special Programs and Faculty Initiatives


Administer faculty competitions (e.g., research leave, Mellon summer research): coordinate nominations, selections, notifications. Maintain award records and submit payment documentation. Assist in planning staff seminars and annual retreats.

Event and Engagement Coordination


Organize regular staff events (e.g., birthdays, anniversaries, holidays). Manage acknowledgments for life events (e.g., weddings, condolences). Provide event support as needed.

Other duties as assigned

Required Qualifications

• Bachelor's degree and 1 year of experience or associate's degree in a relevant field (business administration, public administration, higher education administration, or related) and at least 3 years of administrative or executive support experience, ideally in a higher education, academic, or governance-related setting.
• Experience preparing agendas, taking minutes, and maintaining accurate records for recurring meetings or committees.
• Excellent written communication skills, including experience drafting official correspondence, reports, and notices.
• Demonstrated discretion and sound judgment in handling confidential or sensitive information (e.g., governance deliberations, personnel-adjacent records, award nominations).
• Demonstrated experience managing calendars, travel logistics, and reimbursements for senior leadership (e.g., a Director, Department Chair, or executive).
• -trong organizational skills with the ability to manage multiple concurrent priorities across distinct functional areas (executive support, governance, operations, programs, events).
• Proficiency with standard office software (e.g., Microsoft Office) and comfort learning institution-specific systems (e.g., room/equipment inventory tools, listserv management, ballot/voting platforms).
• Ability to work independently with minimal supervision while managing competing deadlines

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Prior experience supporting faculty governance structures (e.g., Executive Committees, elections, committee membership tracking).
• Familiarity with facilities coordination processes (key/card access systems, maintenance request systems, space planning).
• Experience planning staff events, retreats, or seminars.
• Familiarity with shared governance norms and procedural expectations common in academic settings.Bachelor's degree in a relevant field (business administration, public administration, higher education administration, or related).
• Experience administering competitive award or fellowship programs, including nomination tracking, selection coordination, and payment/documentation processes.
• Experience managing or updating staff directories, rosters, and email listservs.
• Prior experience working within an academic department, school, or university administrative unit.

Salary Range

$47,000 + depending on qualifications

Working Conditions

• Typical office environment

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.