Academy Administrative Professional

Administrative Associate (Salary) ----
The Administrative Associate supports the administrative operations of the Department of Asian Studies by coordinating office functions; assisting with financial and personnel processes; supporting events and programs; and providing general operational support. This role works closely with department, college, and university partners to ensure compliance with university procedures, maintain efficient and organized workflows, and support the successful implementation of departmental initiatives.
While initially assigned to a specific functional area, the position is designed to be flexible, allowing for support across multiple operational areas within the department as needed. Administrative Associates develop a comprehensive working knowledge of departmental operations and contribute to their assigned areas while also assisting with other core functions during peak periods or staffing transitions.
Office Management: Coordinate daily activities at the front desk. Respond to routine inquiries from students, parents, faculty, staff, and the public by researching issues and escalating more complex matters as appropriate. Troubleshoot customer inquiries, issues, and complaints, including follow-up as needed. Process all incoming and outgoing mail and package deliveries. Ensure the office remains accessible and functional by maintaining organized filing systems (both paper and digital), adequate supplies, and properly operating facilities and equipment. Process service and work-related requests. Coordinate projects and assignments for student workers.
Coordinate departmental seminars, conferences, graduation events, and other special programs from planning through execution. Provide administrative support to center directors. Department Support: Provide administrative support to the department manager. Maintain departmental websites and other digital platforms. Support assigned work processes by maintaining documentation, assisting with updates to process materials, and participating in training efforts. Assist with document management, recordkeeping, and report preparation. Provide support for scholarship and honors programs.
Required Qualifications Bachelor's degree with at least one year of experience at the Administrative Assistant level or a high school diploma with at least 5 years of clerical experience. 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. Able to work under pressure and accept supervision. Relevant education and experience may be substituted as appropriate.
Preferred Qualifications Bachelor's degree and 3 years of administrative experience. High accuracy in spelling, punctuation, grammar, and proofreading. More than three years of experience using computers and related software such as Word, Excel, and Adobe Acrobat. Willingness to learn other software applications as necessary. Demonstrated ability to learn quickly and excel. Experience in governmental or commercial accounting and budgets. Familiar with UT Austin's policies and procedures.
Standard office environment
Occasional evenings and weekends may be required
Required Materials

~ 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; Before submitting your online job application, ensure thatALLRequired 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 questionspresented to upload any additional Required Materials (letter of interest, references, etc.) 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. 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. ----
A criminal history background check will be required for finalist(s) under consideration for this position.
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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.
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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.
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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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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. E-Verify Poster (English and Spanish) [PDF]
Right to Work Poster (English) [PDF]
Right to Work Poster (Spanish) [PDF]
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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). 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.