Administrative Associate

Administrative Associate

The faculty affairs administrative associate provides administrative, operational, logistical, and financial-processing support for Faculty Affairs within the School of Civic Leadership. This role will be the primary point of contact for all faculty administrative requests.

Responsibilities include:

• Providing consistent daily front desk coverage; greeting and assisting faculty, staff, students, and visitors; responding to inquiries; managing correspondence and scheduling; and routing requests appropriately.
• Coordinating routine faculty and visitor travel, including collecting traveler information, arranging airfare and lodging, and assisting with travel authorizations and reimbursements.
• Supporting honoraria and guest payments by collecting required documentation, communicating with recipients, and preparing materials for processing.
• Serving as backup to the Senior Administrative Associate for faculty purchasing, including books, supplies, and event materials. Assisting with Procard reconciliation by collecting receipts and preparing documentation for review.
• Maintaining Faculty Affairs tracking systems, processing Student Associate request sheets, and following up on outstanding requests.
• Updating the Faculty Affairs SharePoint page and preparing related event emails under the direction and review of the Senior Administrative Associate for Business Affairs & Faculty Affairs.
• Assisting with logistics for faculty conferences, job talks, guest visits, and other academic events. Completing assigned tasks related to reservations, catering, materials, setup, hospitality, and on-site support.
• Assembling itineraries and visitor packets using established templates, incorporating confirmed schedules, travel details, and other visit information.
• Maintaining office supplies, organizing shared spaces, preparing meeting and visitor areas, and keeping contact lists and office procedures current.
• Working with SCL staff and University offices to complete routine administrative tasks. Assisting with Student Associate workflow and Faculty Affairs projects under the Senior Administrative Associate's direction.
• Performing other related duties as assigned.

Required qualifications include:

• Bachelor's degree and at least one year of administrative, program, business, higher education, or related professional experience.
• Strong organizational skills with demonstrated ability to manage multiple assignments, deadlines, records, and priorities accurately.
• Excellent written and verbal communication skills and ability to interact professionally with faculty, staff, students, visitors, and external partners.
• Experience supporting administrative functions such as scheduling, travel, events, purchasing, record-keeping, or similar processes.
• Proficiency with common office productivity and collaboration tools and ability to learn new administrative systems.
• Ability to exercise discretion, maintain confidentiality, follow established procedures, and recognize when matters require escalation.
• Ability to work independently and collaboratively in a fast-paced environment, maintain dependable on-site front desk coverage throughout the assigned work schedule, and balance reception needs with other administrative priorities.

Preferred qualifications include:

• Experience working in a university, public-sector, or similarly complex administrative environment.
• Knowledge of The University of Texas at Austin or UT System business policies and administrative procedures.
• Experience supporting faculty or academic programs and coordinating travel, purchasing, reimbursements, events, or guest visits.
• Experience with DEFINE, UT Market, SmartSheet, University travel systems, or comparable administrative platforms.
• Experience with procurement documentation, reconciliation, records management, or business continuity processes.
• Strong attention to detail, professional judgment, follow-through, and commitment to responsive service.

Salary Range: $55,000

Required materials include:

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