Senior Administrative Assistant jobs at UT Health San Antonio

Under direct supervision, provides general administrative support to a department or group of professionals. Responsible for all on-site general administrative support duties to include gathering data, special projects and general office duties as assigned.

Job Posting Title: Senior Administrative Associate ---- Hiring Department: Department of Psychiatry ---- All Applicants ---- Weekly Scheduled Hours: 40 ---- FLSA Status: Non-Exempt ---- Earliest Start Date: Immediately ---- Position Duration: Expected to Continue Until Aug 31, 2026 ---- Location: AUSTIN, TX ---- Job Details: General Notes This is a state-funded position sponsored by the Texas Child Mental Health Care Consortium (TCMHCC). TCMHCC was created by the 86th Texas Legislature to leverage the expertise and capacity of the health-related institutions of higher education to address urgent mental health challenges and improve the mental health care system in this state in relation to children, adolescents, and perinatal women. The University of Texas Dell Medical School is a Health Related Institution (HRI) for the TCMHCC. The Senior Administrative Associate will work as part of the External Relations and Education Team that supports all Dell Medical School Texas Child Mental Health programs, including the Perinatal Psychiatry Access Network (PeriPAN) and Child Psychiatry Access Network (CPAN), Texas Child Health Access Through Telemedicine (TCHATT), Youth Aware of Mental Health (YAM), and other related mental health programs. CPAN and PeriPAN provide primary care clinic providers and OBGYNs prompt access to on-call psychiatrists for expertise in assessment, treatment, and referrals for pediatric and/or perinatal patients with a mental health challenge. TCHATT provides telemedicine or telehealth services to school districts to help identify and assess the behavioral health needs of children and adolescents and provide access to mental health services. YAM is a school-based program for students in eighth through 12th grades to learn about and explore mental health. This position has an end date of 8/31/2026 but may be renewable based on funding availability, work performance, and progress toward goals. Funding is expected to continue. A flexible working arrangement may be accommodated based on program needs and with supervisor approval. This position may require occasional on-site work. Remote work will require reliable internet access and a private, distraction-free workspace. Purpose The Senior Administrative Associate will support CPAN, PeriPAN, TCHATT, YAM, and other related mental health programs with meeting and event management, patient referrals, communications, promotional supply inventory, data documentation, and other administrative duties. This role will support the External Relations and Education Team to increase the visibility and impact of these programs in accordance with statewide goals. Responsibilities Support scheduling of virtual and on-site meetings, webinars, and outreach events with school districts and/or community organizations. Assist with calendar management for outreach-related events, workshops, and meetings. Manage email correspondence for outreach and program activities. Create agendas and arrange logistical details for meetings and events. Organize receipts and documentation required for reimbursement. Determine appropriate referrals based on the patient's clinical background. Enhance and maintain a database of community providers who accept referrals from TCHATT, CPAN, and PeriPAN. Maintain updated referral records. Track patient referrals across programs. Use the Electronic Medical Record to communicate referral information to the team. Develop and maintain program materials such as FAQs, charts, graphics, reports, dashboards, websites, workflows, and instructions. Maintain accurate and professional correspondence logs, files, databases, and other tracking systems. Schedule time for communications and document review. Participate in activities that support an organizational culture of learning, collaboration, and collective responsibility. Assist with staff hiring, onboarding, and offboarding processes. Maintain current inventory records for paper and promotional supplies. Develop estimates for supply needs. Organize purchase requests. Coordinate purchase orders. Assist in data entry and data collection for program monitoring and evaluation. Maintain accurate and timely data documentation for reporting, auditing, and continuous improvement. Support alignment with legislative mandates and institutional goals. Perform other duties and special projects as assigned. Required Qualifications Bachelor's degree and three years of experience in administrative support, operational support, or customer service; or a high school diploma/GED with seven years of experience Experience working in a medical, mental health, educational, or related setting Excellent communication skills Basic proficiency with Microsoft Office programs (Excel, PowerPoint, Word, Outlook, Visio, etc.) Relevant education and experience may be substituted as appropriate Preferred Qualifications Bachelor's degree and more than five years of experience providing high-quality administrative or operational support in a medical, mental health, or education setting Experience with Google Suite products Experience with database management Professional demeanor with tact and respect at all times Salary Range $49,000+ depending on qualifications Working Conditions Repetitive use of a keyboard at a workstation Use of manual dexterity Occasional weekend, overtime, and evening work to meet deadlines As the University transitions to increased on-site work, the manager will work with the employee to identify the needs of the college/school/unit and will communicate the days and/or times the employee is expected to report on-site, up to 40 hours per week. These needs will be reviewed regularly, and ample notice will be provided for any changes. Remote work will require reliable internet access and a suitable, distraction-free workspace. 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. ---- 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] ---- 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.

The Individual Giving team is dedicated to securing philanthropic gifts in support of The University of Texas MD Anderson Cancer Center's initiatives across all segments of individual donors supporting the institution. An integral part of the Individual Giving Team business model is planning and implementing investigation, cultivation, solicitation and stewardship strategies for all constituents and stakeholders (new and established) for the purpose of executing on those strategies with precision and excellence thereby securing philanthropic gifts. MD Anderson Cancer Center is seeking a Senior Administrative Assistant to support the fundraising efforts of the Individual Giving Team, specifically working within the major gift squad(s). This Sr. Administrative Assistant position provides administrative support and executes various process-oriented tasks for a group of Philanthropy gift officers in a matrix management system. This administrative professional will balance simultaneous requests and tasks for matrix managers, prioritizing and executing in appropriate sequence on a variety of administrative responsibilities. The ability to manage tasks switching across multiple, competing projects for varied stakeholders and bringing all work to resolution with timeliness and a keen attention to detail and completeness are core requirements for this position. Ideal Candidate Statement The ideal candidate is a highly organized, detail-oriented professional who excels in managing multiple priorities in a fast-paced, matrixed environment. They have strong skills in travel and expense coordination, calendar management, and CRM data integrity, ensuring accurate and timely support for donor engagement activities. Confidentiality, precision, and proactive problem-solving are key strengths, along with excellent communication and collaboration skills. This individual is resourceful, adaptable, and committed to delivering high-quality administrative and portfolio support to advance Philanthropy's mission. This position requires proficiency in travel and expense management and can handle coordinating multiple itineraries with post-travel duties and correlating expenses simultaneously. Exercising extreme confidentiality and maintaining data integrity, the Sr. Administrative Assistant will manage filing and digital document storage organization, calendar management and meeting coordination, as well as access and monitor patient schedules as it relates to portfolio activity in institution's EHR, donor moves management data entry, mailings and shipments, CRM updates, individual donation handling and coordination with the Gift Operations team, and Philanthropy service-line support requests for multiple gift officers who carry portfolios of 100+ donors. This position will partner with other squad-level administrative support colleagues to ensure and provide backup support coverage. Salary Range $45,500 | $57,000 | $68,500 MD Anderson offers our employees: * Paid employee medical benefits (zero premium) starting on first day for employees who work 30 or more hours per week * Group Dental, Vision, Life, AD&D and Disability coverage * Paid time off (PTO) and Extended Illness Bank (EIB) paid leave accruals * Paid institutional holidays, wellness leave, childcare leave, and other paid leave programs * Tuition Assistance Program after six months of service * Teachers Retirement System defined-benefit pension plan and two voluntary retirement plans * Employer paid life, AD&D and an illness-related reduced salary pay program * Extensive wellness, recognition, fitness, employee health programs and employee resource groups. JOB SPECIFIC COMPETENCIES Travel and Logistical Support - 50% Travel/Advanced Expense Management (with proficiency in travel, business entertainment, courtesy gift guidelines, allowances and coding specific to Philanthropy). Prepare and confirm travel arrangements, mapping, packet preparation, coordinating calendars and schedules for appointment purposes in a timely manner and with exquisite detail and accuracy. Ensures associated travel materials are prepared in advance for review and that all return follow through items are appropriately documented and carried out. Complete all travel and expense related reconciliation; process credit card/monthly donor related expenses to ensure that expenses are submitted in compliance with institution and department regulations and submitted to the approval system without errors. Administrative Support - 25% Department or donor moves management administrative support, patient schedule monitoring and lookup, calendar and meeting schedule management (external and internal stakeholders) across multiple gift officers or professional staff. Administrative Portfolio Support - 25% Portfolio activity and donor outreach support (portfolio mass mailings with correlating data entry and mail merge, individualized donor outreach by portfolio [birthday cards, donor anniversaries and other milestones, donor summary reports, etc.], CRM updates.) Readily completes Philanthropy Operations support requests according to portfolio activity need (research, prospect management, business solutions requests, gift designation account changes) across multiple gift officers. Travel and expense management as needed. Possesses knowledge of appropriateness, timing, and urgency. EDUCATION: Required: High School Diploma or Equivalent. Preferred: Associate's Degree or Bachelor's Degree. EXPERIENCE: Required: Five years Administrative/secretarial experience. Three years experience with Associate's degree. One year experience with Bachelor's degree. OTHER REQUIREMENTS: Required: Must pass pre-employment skills test as required and administered by Human Resources. The University of Texas MD Anderson Cancer Center offers excellent benefits, including medical, dental, paid time off, retirement, tuition benefits, educational opportunities, and individual and team recognition. This position may be responsible for maintaining the security and integrity of critical infrastructure, as defined in Section 113.001(2) of the Texas Business and Commerce Code and therefore may require routine reviews and screening. The ability to satisfy and maintain all requirements necessary to ensure the continued security and integrity of such infrastructure is a condition of hire and continued employment. It is the policy of The University of Texas MD Anderson Cancer Center to provide equal employment opportunity without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, disability, protected veteran status, genetic information, or any other basis protected by institutional policy or by federal, state, or local laws unless such distinction is required by law.************************************************************************************************ Additional Information * Requisition ID: 177626 * Employment Status: Full-Time * Employee Status: Regular * Work Week: Days * Minimum Salary: US Dollar (USD) 45,500 * Midpoint Salary: US Dollar (USD) 57,000 * Maximum Salary : US Dollar (USD) 68,500 * FLSA: non-exempt and eligible for overtime pay * Fund Type: Hard * Work Location: Hybrid Onsite/Remote * Pivotal Position: No * Referral Bonus Available?: No * Relocation Assistance Available?: No

The UTHealth Department of Internal Medicine in Houston, TX is seeking a highly organized and experienced Senior Executive Assistant to provide top-tier administrative support to executive leadership. This role involves managing complex schedules, overseeing large-scale document editing, and serving as a trusted gatekeeper between leadership and the department. The ideal candidate will demonstrate exceptional discretion, initiative, and independent judgment, along with strong soft skills such as executive presence and emotional intelligence. Experience in healthcare administration, higher education, or academic support is preferred, as well as a background in writing and editing grants, biosketches, and manuscripts. Once you join us you won't want to leave. It's because we reward our team for the excellent service they provide. Our total rewards package includes the benefits you'd expect from a top healthcare organization (benefits, insurance, etc.), plus: * 100% paid medical premiums for our full-time employees * Generous time off (holidays, preventative leave day, both vacation and sick time - all of which equates to around 37-38 days per year) * The longer you stay, the more vacation you'll accrue! * Longevity Pay (Monthly payments after two years of service) * Build your future with our awesome retirement/pension plan! We take care of our employees! As a world-renowned institution, our employees' wellbeing is important to us. We offer work/life services such as... * Free financial and legal counseling * Free mental health counseling services * Gym membership discounts and access to wellness programs * Other employee discounts including entertainment, car rentals, cell phones, etc. * Resources for child and elder care * Plus many more! Position Summary: Provides administrative support to the highest levels of executive leadership under general supervision. Performs work that is varied and generally administrative and/or project oriented with analysis. Work regularly requires use of initiative, discretion and independent judgment. This position may perform some secretarial support. Additional guidance may be provided with a detailed position description. Position Key Accountabilities: * Resolves general to complex inquiries and questions and responds to correspondence or telephone contacts in area of responsibility within guidelines established by supervisor. * Composes correspondence and memoranda, prepares graphs, tables and manuscripts, speeches and mass communications, and prepares reports and presentation materials. May assist with grant and contract materials. * Schedules and maintains calendars and travel itineraries; coordinates related arrangements in compliance with all University, governmental, and/or grant policies and guidelines. * Responsible for filing systems, accuracy and compliance of files, records and reports for assigned area. Maintains knowledge base of legal and regulatory requirements of files. * Receives, classifies, reconciles, consolidates, and/or summarizes documents and information. * Compiles data from reports using required knowledge of departmental, project, and/or university policies and procedures. * Accountable for data entry and accurate and timely submission of data for processing in the financial and/or human resources systems. * Coordinates meetings and gatherings, room assignments, invites participants, and arranges refreshments and equipment as needed. May prepare and distribute meeting minutes. * May approve and coordinate purchases of office supplies and equipment. * Screens calls and emails and receives and directs visitors. * Retrieves information from departmental, university and/or system levels and/or project records and produces reports with analysis. * Regularly handles the highest level of confidential information and sensitive issues. * Provides guidance and direction to lower level staff. * May be expected to train entry level clerical staff. May lead support staff. Assists with interviewing, orientation and scheduling of staff. Provides input into lower staff performance evaluations. * Serves as a high level administrative liaison with others within and outside assigned areas regarding administrative issues on purchasing, personnel, facilities and operations. * May maintain or reconcile financial records/reports. FMS training with a passing score may be required. May have limited signature authority. * Advises on and may draft policy and processes as assigned by supervisor. Is responsible for making routine decisions and judgment calls, and may assist or make recommendations regarding complex or impactful decisions. * Other duties as assigned. Certification/Skills: * Advanced working knowledge of standard Office Software such as Word, Excel, PowerPoint and Outlook is required. Use of University financial systems may be required. Minimum Education: * High School diploma or equivalent required. Bachelor's degree preferred. Minimum Experience: * Seven (7) years related work experience required. * Previous experience managing schedules is preferred * Previous experience with large scale document editing is preferred * previous experience working in healthcare administration, higher education, or academic support is preferred * Grant writing/editing, manuscript creation/editing, experience with biosketches is highly preferred Physical Requirements: * Exerts up to 20 pounds of force occasionally and/or up to 10 pounds frequently and/or a negligible amount constantly to move objects. Security Sensitive: * This position is a security-sensitive position pursuant to Texas Education Code §51.215 and Texas Government Code §411.094. To the extent that a position requires the holder to research, work on, or have access to critical infrastructure as defined in Texas Business and Commerce Code §117.001(2), the ability to maintain the security or integrity of the infrastructure is a minimum qualification to be hired for and to continue to be employed in that position. Personnel in such positions, and similarly situated state contractors, will be routinely reviewed to determine whether things such as criminal history or continuous connections to the government or political apparatus of a foreign adversary might prevent the applicant, employee, or contractor from being able to maintain the security or integrity of the infrastructure. A foreign adversary is a nation listed in 15 C.F.R. §791.4. Residency Requirement: * Employees must permanently reside and work in the State of Texas.

Job Posting Title: Senior Administrative Associate * --- Hiring Department: Department of Medical Education * --- All Applicants * --- Weekly Scheduled Hours: 40 * --- FLSA Status: Non-Exempt * --- * --- Expected to Continue * --- Location: UT MAIN CAMPUS * --- Job Details: General Notes Dell Medical School is seeking a Senior Administrative Associate. Purpose The Senior Administrative Associate provides high-level advanced and complex administrative support for a department. This role involves managing complex schedules, coordinating meetings, handling correspondence, and maintaining records and is crucial for ensuring efficient office operations and supporting overall organizational goals. Responsibilities FINANCIAL SUPPORT * Manages entries in databases and assists with the preparation and completion of the function's annual budget. * Processes monthly account reconciliations and variance reports. * Assists in the scheduling of travel, maintains record and processes reimbursements and related activities. * Processes accounts payable transactions including purchase orders (POs), invoice and payment requests, travel authorizations and reimbursements, pro-card reconciliation, vendor setup, and contract documentation. * Ensures accurate account coding for all payments and maintains compliance with institutional financial policies. * Provides guidance on financial processes such as vendor setup, purchasing regulations, contract preparation, faculty payments, and general procurement. * Works with the Executive Director of Education and Operations Manager to develop and implement internal policies and procedures for financial workflows. COMMUNICATION MANAGEMENT * Finds and organizes information internal and external to the University to support decision-making and reporting in an efficient manner. * Handles incoming and outgoing communications, including emails and phone calls. * Prepares routine, well-written correspondence for distribution and prepares correspondence on behalf of assigned leader(s). * Maintains accurate and professional correspondence logs, files, information databases, and other tracking systems as necessary. * Acts as liaison between the leader and other staff members. DOCUMENT MANAGEMENT * Maintains and organizes important documents and records. * Prepares reports, presentations, and other documents as needed. * Ensures confidentiality and security of sensitive information. * Manages assigned databases, entering date, coordinating approvals, and sending emails. MEETING AND PROJECT COORDINATION * Coordinates with various departments to support project execution. * Schedules and attends meetings as needed. * Works collaboratively with Dell Medical School departments, University offices, UT System, other academic and private sector entities to support assigned projects and initiatives. * Participates in Operations Team meetings, Medical Education Pillar meetings, and other meetings as needed. * Collaborates with other pillar offices to achieve operational efficiencies. CALENDAR MANAGEMENT AND SCHEDULING * Manages complex calendars to prioritize the work schedule and flow of work products with fluid reprioritization that will often require both independent and collaborative decision-making. * Performs office administrative functions consistent with the assigned leader(s)' function, to meet critical deadlines by assessing and deploying the personnel and resources to ensure efficient workflow and work distribution; ensures protocols are followed and deliverables are met. * Works with other key administrative staff to facilitate easy workflow. * Coordinates and schedules visitor travel and agendas; plan catering for lunch meetings and special events; manage contact lists and committee membership lists. Other related functions as assigned. MARGINAL OR PERIODIC FUNCTIONS: * Assists with training on applicable UT processes as needed. * Promotes individual professional growth and development by meeting requirements for mandatory/continuing education and skills competency while supporting department-based goals which contribute to the success of the organization; Serves as preceptor, mentor, and resource to less experienced staff. * Fosters and maintains positive working relationships across departments and with external stakeholders. * Serves as a resource for payment-related inquiries from Medical Education faculty and staff. * Adheres to internal controls and reporting structure. * Performs related duties as required. KNOWLEDGE/SKILLS/ABILITIES * Skilled in using office tools, databases, and communication platforms to streamline administrative workflows; proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with data entry and CRM tools. * Demonstrates excellent verbal and written communication skills; ability to draft clear and concise emails, listen actively, and convey information accurately. * Perceptive in reviewing work, following up on details, and noticing and correcting errors in documents and communications. * Demonstrated ability to take initiative, identify issues and develop effective solutions. * Thrives in a dynamic environment, managing multiple priorities while supporting team operations. * Keeps track of multiple tasks and deadlines, ensuring nothing falls through the cracks. * Maintains a clean and organized workspace and uses tools to manage time and tasks efficiently. * Ability to maintain positive relationships with colleagues and stakeholders; collaborates effectively with people across the organization; demonstrates empathy and resolves conflicts amicably. Required Qualifications Requires a High School Diploma/GED in with at least 5 year(s) of experience in supportive administrative/clerical function, including 2 years of experience at either the Administrative Assistant or the Administrative Associate level. Relevant education and experience may be substituted as appropriate Preferred Qualifications * Related experience in an academic healthcare setting. * Working knowledge of UT policies and procedures. * Advanced proficiency with Microsoft Office. * Demonstrated problem-solving experience managing complex calendars. Salary Range $50,000 + depending on qualifications Working Conditions * Standard office environment * Repetitive use of a keyboard 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. * --- 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] * --- 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.

Job Posting Title: Senior Administrative Associate * --- Hiring Department: Office of the Registrar * --- All Applicants * --- Weekly Scheduled Hours: 40 * --- FLSA Status: To Be Determined at Offer * --- * --- Expected to Continue * --- Location: UT MAIN CAMPUS * --- Job Details: General Notes The mission of the Office of the Registrar at the University of Texas at Austin is to create, maintain, certify, and protect University records of courses, degrees, and students. The Office of the Registrar strives to: * recognize the importance of each person we serve, * hold the trust and confidence of students, faculty, and staff for our quality of work, collaborative solutions, and administrative foresight, * care for our employees by promoting a friendly and stimulating office environment with opportunities for professional development, and * earn national respect for excellence in academic services and our use of technology to benefit our campus and the higher education community. The Office of the Registrar emphasizes: * accuracy, to maintain exceptional quality in our records and processes; * integrity, to demand responsibility, confidentiality, and honesty in our work; * customer service, to help people in a timely and caring way; * communication, to share expertise and listen to our clients and each other; and * teamwork, to foster a collaborative work environment and coordinate the intricacies of our collective mission. The Office of the Registrar hires for the needs of the entire office. Must be eligible to work in the US on a full-time basis for any employer without sponsorship. Purpose This position provides administrative and customer support services to students, faculty, staff, parents, alumni, external stakeholders, and the general public for operations pertaining to the Office of the Registrar while exercising advanced initiative and sound judgment through a high volume and wide array of complex decisions. This position seeks a self-motivator to perform advanced and complex activities with little supervisory direction while contributing as a team member, exhibiting advanced interpersonal skills and problem-solving abilities, with the drive to learn and apply new skills. This position will be part of a team assigned to some of the following university core functions: * Campus Support Activities * Catalog Production * Certification of Athletic Eligibility * Course Inventory Administration * Course Scheduling * Degree Audit * Digital Badging * Diploma Services * Document Management * Enrollment Certification * Final Exams * Research and Assessment * Registration * Room Scheduling * Student Academic Records * Training * Transcript Services * University Academic Calendar * Veteran Certification Responsibilities * Communicate information/data to students, parents, staff, faculty, and reporting entities, including consulting with campus and external stakeholders. Research and retrieve data to respond to community requests * Facilitate and document quality assurance testing to evaluate current processes for improvement and efficiency, monitor compliance, and mitigate risk. * Conduct various activities in the Registrar's office and perform other duties as assigned by direct supervisor or other Office of the Registrar leadership. * Coordinate and, at times, lead the exchange of information with the campus community consistent with federal and State law and educational policy. * Participate in and support team and campus-related projects. Actively participate in meetings, training, and presentations. * Answer and/or process higher-level or complicated requests for information and service. Serve as a problem solver for campus partners. Provide training and data retrieval upon request from campus and external stakeholders. * Verify accuracy of records. Enter and update electronic information, including updating and maintaining systems. Store and access paper and electronic documents. Required Qualifications Bachelor's degree and three years of administrative experience. Demonstrate competency in the use of the Microsoft Office suite and Adobe Acrobat. Demonstrate adaptability, experience working in a team setting, positive attitude, attention to detail, ability to engage, and be motivated in the work environment, both strong written and oral communication, and strong interpersonal communication skills. Ability to display tact and professionalism, work cooperatively in the office and team environment, and provide excellent customer service, in-person, via e-mail, and via virtual environment. Require minimal supervision and use time efficiently. Respond to requests for service and assistance from campus partners, external constituents, and teammates. Exhibit sound and accurate judgment. Demonstrate persistence, problem-solving, and overcome obstacles. Ability to take initiative in working both independently and in cooperation with others. Relevant education and experience may be substituted as appropriate. Preferred Qualifications Experience working in a university setting or Registrar's office with student academic and/or curricular records. Experience working with UT Austin systems and data. Extensive experience in a position that demonstrated advanced competency in direct customer service, problem-solving, process improvement, or related job knowledge. Proven ability to analyze issues and offer practical solutions. Demonstrated organizational ability, negotiation skills, and ability to work in a fast-paced environment with multiple processes and deadlines . Experience in identifying issues, process improvement, and resolving problems in a timely manner. Experience learning, understanding, interpreting, and explaining complex policies, procedures, and/or legislation. Proven ability to analyze issues and offer practical solutions. Experience assisting individuals from various backgrounds. Strive to continuously build competencies, knowledge, and skills. Salary Range $50,010 Working Conditions * May work around standard office conditions. * Repetitive use of a keyboard at a workstation. * Occasional weekend, overtime, and evening work to meet deadlines. * Monday - Friday, 8:00 AM - 5:00 PM on-site work is the standard expectation for this position. Required Materials * Resume/CV * Three work references with their contact information including email addresses; references submitted should be professional and not personal, and at least one reference should be from a recent 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. * --- 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) [PDF] * E-Verify Poster (Spanish) [PDF] * Right To Work Poster (English) [PDF] * Right To Work Poster (Spanish) [PDF] * --- 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.

Job Posting Title: Senior Administrative Associate * --- Hiring Department: Dell Medical School * --- All Applicants * --- Weekly Scheduled Hours: 40 * --- FLSA Status: Non-Exempt * --- * --- Expected to Continue * --- Location: AUSTIN, TX * --- Job Details: General Notes Dell Medical School is seeking a Senior Administrative Associate to provide executive support to the Chief Marketing and Communications Officer. Purpose As Dell Medical School embarks on the next chapter of its evolution - building a truly integrated academic health system - the Senior Administrative Associate plays a central role in ensuring the effectiveness and efficiency of the Marketing and Communications department. This position provides executive support to the Chief Marketing and Communications Officer and the Executive Director and manages critical administrative functions that enable the department to advance the vision and mission of Dell Med and the emerging health system it anchors. Responsibilities Executive & Departmental Support * Provide high-level executive support for the CMCO and Executive Director, including complex calendar management, meeting preparation, correspondence, and task prioritization. * Coordinate travel arrangements, itineraries, reimbursements, and associated logistics for executives and departmental staff. * Serve as a primary point of contact and liaison between executives and internal/external stakeholders, maintaining professionalism and discretion. * Manage confidential information, correspondence and department records with accuracy and sensitivity. Administrative & Operational Management * Support day-to-day operations of the Marketing and Communications department, including scheduling, office management, procurement, and tracking of departmental expenses. * Assist in planning and executing department meetings, retreats and events, including logistics such as catering, facilities coordination and materials preparation. * Monitor departmental workflows, deadlines and requests to ensure timely execution and smooth operations. * Maintain and update departmental systems for document management, contact lists, and project tracking. Project & Communication Coordination * Assist with special projects led by the CMCO and Executive Director, coordinating across units and ensuring follow-up on action items. * Draft and edit correspondence, presentations and administrative documents as needed. * Gather, organize and prepare background materials and data to support executive decision-making. * Support internal communication within the department, including agendas, announcements and updates. Financial & Compliance Support * Process purchasing, reimbursements and payment requests in compliance with UT policies and procedures. * Reconcile department expenditures and assist with budget tracking, financial reports and account reconciliations. * Monitor and manage department credit card usage and purchasing requests as needed. Other related duties as assigned MARGINAL OR PERIODIC FUNCTIONS: * Assists with training on applicable UT processes as needed. * Promotes individual professional growth and development by meeting requirements for mandatory/continuing education and skills competency while supporting department-based goals which contribute to the success of the organization; serves as preceptor, mentor and resource to less experienced staff. * Adheres to internal controls and reporting structure. * Performs related duties as required. KNOWLEDGE/SKILLS/ABILITIES * Proficiency with office productivity tools and databases, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), with the ability to quickly learn and apply new technologies to streamline administrative workflows. * Strong verbal and written communication skills, with the ability to draft clear and professional correspondence, prepare polished documents and presentations, and interact effectively with a wide range of stakeholders. * Exceptional attention to detail, ensuring accuracy in scheduling, record-keeping, financial processing and departmental communications. * Demonstrated initiative and problem-solving skills, with the ability to anticipate needs, identify issues and develop effective solutions. * Capacity to thrive in a fast-paced environment, balancing multiple priorities while maintaining flexibility and composure. * Excellent organizational and time-management skills, with a proven ability to track tasks and deadlines to ensure timely completion of responsibilities. * Collaborative and collegial approach to work, fostering positive relationships across the department and institution; skilled at navigating sensitive situations with professionalism, discretion and empathy. Required Qualifications * High school diploma or GED. * At least five years of progressively responsible administrative or clerical experience, including two years providing support at the administrative assistant or administrative associate level (or equivalent). * Demonstrated proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and ability to learn new technologies and systems. * Strong organizational and time-management skills, with proven ability to manage multiple tasks and priorities. * Excellent verbal and written communication skills, with the ability to interact effectively with diverse stakeholders. * Experience maintaining confidentiality and handling sensitive information with discretion. Relevant education and experience may be substituted as appropriate. Preferred Qualifications * Bachelor's degree in business administration, communications, or a related field. * Experience providing direct executive-level administrative support (e.g., managing complex calendars, coordinating travel, preparing reports, and handling correspondence). * Prior experience in an academic medical center, higher education, or health care setting. * Familiarity with University of Texas administrative, financial and procurement systems (e.g., Define, UT Market, FRMS, PointPlus). * Demonstrated experience with budget tracking, purchasing and expense reconciliation. * Proven ability to coordinate events, meetings and travel logistics in a professional environment. * Advanced proficiency in Microsoft Excel and data management tools. * Experience using customer relationship management (CRM) systems to organize, track and manage contacts or projects. * Evidence of initiative, problem-solving and process improvement in an administrative role. Salary Range $50,000 + depending on qualifications Working Conditions * Standard office environment * Repetitive use of a keyboard 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. * --- 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] * --- 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.

Job Posting Title: Senior Administrative Associate ---- Hiring Department: Dell Medical School ---- All Applicants ---- Weekly Scheduled Hours: 40 ---- FLSA Status: Non-Exempt ---- Earliest Start Date: Nov 17, 2025 ---- Position Duration: Expected to Continue ---- Location: AUSTIN, TX ---- Job Details: General Notes Dell Medical School is seeking a Senior Administrative Associate to provide executive support to the Chief Marketing and Communications Officer. Purpose As Dell Medical School embarks on the next chapter of its evolution - building a truly integrated academic health system - the Senior Administrative Associate plays a central role in ensuring the effectiveness and efficiency of the Marketing and Communications department. This position provides executive support to the Chief Marketing and Communications Officer and the Executive Director and manages critical administrative functions that enable the department to advance the vision and mission of Dell Med and the emerging health system it anchors. ResponsibilitiesExecutive & Departmental Support Provide high-level executive support for the CMCO and Executive Director, including complex calendar management, meeting preparation, correspondence, and task prioritization. Coordinate travel arrangements, itineraries, reimbursements, and associated logistics for executives and departmental staff. Serve as a primary point of contact and liaison between executives and internal/external stakeholders, maintaining professionalism and discretion. Manage confidential information, correspondence and department records with accuracy and sensitivity. Administrative & Operational Management Support day-to-day operations of the Marketing and Communications department, including scheduling, office management, procurement, and tracking of departmental expenses. Assist in planning and executing department meetings, retreats and events, including logistics such as catering, facilities coordination and materials preparation. Monitor departmental workflows, deadlines and requests to ensure timely execution and smooth operations. Maintain and update departmental systems for document management, contact lists, and project tracking. Project & Communication Coordination Assist with special projects led by the CMCO and Executive Director, coordinating across units and ensuring follow-up on action items. Draft and edit correspondence, presentations and administrative documents as needed. Gather, organize and prepare background materials and data to support executive decision-making. Support internal communication within the department, including agendas, announcements and updates. Financial & Compliance Support Process purchasing, reimbursements and payment requests in compliance with UT policies and procedures. Reconcile department expenditures and assist with budget tracking, financial reports and account reconciliations. Monitor and manage department credit card usage and purchasing requests as needed. Other related duties as assigned MARGINAL OR PERIODIC FUNCTIONS: Assists with training on applicable UT processes as needed. Promotes individual professional growth and development by meeting requirements for mandatory/continuing education and skills competency while supporting department-based goals which contribute to the success of the organization; serves as preceptor, mentor and resource to less experienced staff. Adheres to internal controls and reporting structure. Performs related duties as required. KNOWLEDGE/SKILLS/ABILITIES Proficiency with office productivity tools and databases, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), with the ability to quickly learn and apply new technologies to streamline administrative workflows. Strong verbal and written communication skills, with the ability to draft clear and professional correspondence, prepare polished documents and presentations, and interact effectively with a wide range of stakeholders. Exceptional attention to detail, ensuring accuracy in scheduling, record-keeping, financial processing and departmental communications. Demonstrated initiative and problem-solving skills, with the ability to anticipate needs, identify issues and develop effective solutions. Capacity to thrive in a fast-paced environment, balancing multiple priorities while maintaining flexibility and composure. Excellent organizational and time-management skills, with a proven ability to track tasks and deadlines to ensure timely completion of responsibilities. Collaborative and collegial approach to work, fostering positive relationships across the department and institution; skilled at navigating sensitive situations with professionalism, discretion and empathy. Required Qualifications High school diploma or GED. At least five years of progressively responsible administrative or clerical experience, including two years providing support at the administrative assistant or administrative associate level (or equivalent). Demonstrated proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and ability to learn new technologies and systems. Strong organizational and time-management skills, with proven ability to manage multiple tasks and priorities. Excellent verbal and written communication skills, with the ability to interact effectively with diverse stakeholders. Experience maintaining confidentiality and handling sensitive information with discretion. Relevant education and experience may be substituted as appropriate. Preferred Qualifications Bachelor's degree in business administration, communications, or a related field. Experience providing direct executive-level administrative support (e.g., managing complex calendars, coordinating travel, preparing reports, and handling correspondence). Prior experience in an academic medical center, higher education, or health care setting. Familiarity with University of Texas administrative, financial and procurement systems (e.g., Define, UT Market, FRMS, PointPlus). Demonstrated experience with budget tracking, purchasing and expense reconciliation. Proven ability to coordinate events, meetings and travel logistics in a professional environment. Advanced proficiency in Microsoft Excel and data management tools. Experience using customer relationship management (CRM) systems to organize, track and manage contacts or projects. Evidence of initiative, problem-solving and process improvement in an administrative role. Salary Range $50,000 + depending on qualifications Working Conditions • Standard office environment • Repetitive use of a keyboard 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. ---- 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] ---- 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.

Job Posting Title: Executive Assistant to the CXO, University Events & Experience * --- Hiring Department: University Development Office * --- All Applicants * --- Weekly Scheduled Hours: 40 * --- FLSA Status: Exempt * --- * --- Position Duration: Expected to Continue * --- Location: UT MAIN CAMPUS * --- Job Details: General Notes About The University of Texas at Austin What starts here changes the world. The University of Texas at Austin, founded in 1883, ranks among the 40 best universities in the world with top national programs across 19 colleges and schools. By creating educational opportunities for all and leading cutting-edge research at scale, the University fosters positive social change, technological advancement, and economic progress showing the world that change really does start here. Following our 10-year strategic plan, UT will become the world's highest-impact public research university, unleashing knowledge, opportunity and innovation from the heart of Texas. Learn more about UT's mission and values, leadership and Change Starts Here strategic plan. Why Join Texas Development? The University of Texas at Austin is on the front lines of the future: sparking the imagination, driving discovery and transforming lives. And it's only possible because generous supporters believe in the power and promise of our state's flagship university to change the world. Together, through one of the largest fundraising efforts in our state's history, we will support our people, amplify the unmatched potential of our place, and lead innovation through world-changing pursuits. With nearly $5 billion raised over the past six years, Texas Development is quickly becoming one of the best fundraising programs in higher education. Texas Development is a dynamic community of more than 450 fundraising professionals across the Forty Acres. We strive to reach the highest levels of achievement and success in all that we do by creating meaningful and powerful experiences for our donors. Join us and change the world. Benefits The University provides a competitive benefits package that includes insurance and retirement benefits in addition to other programs and services. Texas Development supports growth by offering professional development opportunities that help every team member accomplish their goals, enrich their skillset and deepen their engagement with UT. Purpose The Executive Assistant is responsible for delivering comprehensive executive-level administrative support to the Chief Experience Officer (CXO) within the Office of University Events and Experience. The role acts as a partner, anticipating and responding to the needs of the CXO, serving as a liaison to internal and external stakeholders, and managing a broad range of functions integral to the success of university events and key initiatives. This role blends high-level administrative expertise with proactive project management, professional judgment, and a passion for exceptional event experiences that reflect the values and aspirations of UT Austin. The successful candidate will embody discretion, adaptability, and a collective spirit, helping to foster UT Austin's culture of excellence, service, and innovation. Responsibilities * Executive Calendar Management: Maintain the CXO's complex and dynamic schedule, proactively coordinating meetings and travel arrangements; prioritize and resolve scheduling conflicts with sound judgment and professionalism. * Communication Liaison: Serve as the primary point of contact for the CXO, handling confidential communications, screening calls and correspondence, and ensuring timely follow-up with internal and external stakeholders. * Project Coordination: Manage and track special projects as assigned by CXO, ensuring deadlines are met and project goals are achieved; prepare progress reports and maintain relevant documentation. * Meeting Preparation: Prepare agendas, gather background materials, and document minutes for executive meetings; coordinate follow-up actions and ensure completion of assigned tasks. * Travel Coordination: Arrange complex travel itineraries (domestic and international) for the CXO and as needed, senior staff, including transportation, accommodations, and expense reconciliation. * Confidential Records Management: Maintain organized and secure files for sensitive information, contracts, and records in compliance with university policies and data privacy standards. * Relationship Management: Build and nurture strong relationships with university leaders, faculty, donors, students, and external partners, representing the Office and the CXO with professionalism and diplomacy. * Initiative and Problem Solving: Proactively identify opportunities to improve processes, resolve issues independently, and support the evolving priorities of the Office and CXO. * Other duties as assigned. Required Qualifications * Bachelor's degree or equivalent experience preferred; background in higher education, event management, or executive support is highly desirable. * Minimum of five years in and administrative or executive support role, preferably within a university or complex organizational setting. * Exceptional organizational, interpersonal, and communication skills, with a demonstrated ability to manage competing priorities with discretion and grace. * Proficiency in Microsoft Office Suite, calendar and project management systems; familiarity with UT Austin administrative platforms is a plus. * Ability to maintain confidentiality, exercise sound judgment, and adapt to shifting demands in a fast-paced environment. * Enthusiasm for supporting high-impact events and experiences that advance the mission of UT Austin. Preferred Qualifications * Eight years or more in an administrative or executive support role, preferably within a university or complex organizational setting. * Extensive experience supporting executive leadership, ideally within higher education or similarly complex organization. * Proven track record in project management, event planning, and executive calendar coordination. * Expert proficiency with Microsoft Office Suite, scheduling software, and document management platforms; experience with UT Austin administrative systems is highly desirable. * Exceptional organizational and communication skills, with demonstrated discretion in handling confidential information. * Ability to build effective relationships across various groups, including faculty, donors, students, and external partners. * Strong problem-solving abilities and initiative. * Flexibility and adaptability to shifting priorities in a fast-paced environment. Salary Range $80,000 Working Conditions * Works in standard office conditions, in a shared office environment, with repetitive use of a keyboard at a workstation. * Evening and weekend hours may be required during peak periods and special events. * Applicants must be legally authorized to work for any employer in the United States. This position is not eligible for sponsorship of work visas. * This is an in-office, Austin, Texas based position. Required Materials Applications must include: * Resume/CV * Letter of interest * Three work references with contact information; at least one reference should be from a supervisor 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. * --- 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] * --- 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.

Job Posting Title: Executive Assistant, McDonald Observatory * --- Hiring Department: McDonald Observatory * --- All Applicants * --- Weekly Scheduled Hours: 40 * --- FLSA Status: Exempt * --- * --- Expected to Continue * --- Location: MCDONALD OBSERVATORY * --- Job Details: General Notes This position is at the McDonald Observatory, 16 miles from Fort Davis, Texas (440 miles from the UT Austin campus). This position reports to the Superintendent and works closely with the Austin Business Office's associate director and staff. The University of Texas at Austin provides an outstanding benefits package to staff, including: * Competitive health benefits (Employee premiums covered at 100%; family premiums at 50%) * Vision, dental, life, and disability insurance options * Paid vacation, sick leave, and holidays * Teachers Retirement System of Texas (a defined benefit retirement plan) * Additional voluntary retirement programs: tax-sheltered annuity 403(b) and a deferred compensation program 457(b) * Flexible spending account options for medical and childcare expenses * For more details, please see: ****************************************** and ******************************************************* Purpose Provides administrative over-site and support to the McDonald Observatory Superintendent and the West Texas Management Team. Responsibilities * Executive Assistant for the Superintendent: Manages the Superintendent's meeting schedule and calendar. Prepares general facility correspondence on behalf of the Superintendent for West Texas McDonald Observatory staff and residents regarding relevant UT Austin information. Acts as liaison with university departments and offices in Austin for the Superintendent and other managers. Serves as the administrative contact for tenant facilities. * Management: Acts as a member of the Superintendent's senior management team to ensure the smooth operation of an effective, efficient, and compliant facility. Collaborates with the Superintendent and other managers on Observatory matters. Attends senior staff meetings. Plans, coordinates, and schedules training programs and sessions for West Texas employees and managers. Assists with coordinating the interview and hiring processes. Works on special projects and reports as assigned by the Superintendent. * Supervision of Support Staff: Supervises the administrative support staff in the Superintendent's office. Collaborates closely with the Austin Business Office to ensure best business practices and compliance with procurement, accounts receivable, accounts payable, human resources, payroll, inventory, and travel. * Official Guests and Special Events Liaison: Serves as the main contact for official guests and special events in West Texas. Collaborates with the director's executive assistant and members relations for visiting VIPs and important guests at the McDonald Observatory. This involves drafting correspondence and organizing special events on behalf of the Superintendent and the director's executive assistant. Manages logistical planning for the July West Texas Board of Visitors meeting and works closely with the BOV coordination team. * Astronomers Lodge (AL) Operations: Supervises the Astronomers Lodge Manager. Works with the Superintendent and AL Manager to oversee auxiliary operations at the AL. Includes assistance with budgeting, manpower planning, staffing, administration of the facility, and other business operations as needed. * Performs other duties as required to meet standard office and business needs. May drive UT vehicle. Required Qualifications * A minimum of five years clerical, including two years of experience either at the administrative associate or the senior administrative associate level with a bachelor's degree. * A minimum of nine years of clerical experience, including two years of experience either at the administrative associate or the senior administrative associate level with with a High School Diploma or GED. * Experience with calendar management, accounts payable/receivable, and budget management. * Excellent computer literacy skills, including experience with office management tools (i.e., spreadsheets, word processing) * Exceptional verbal, written, and interpersonal communication skills. * Excellent organizational and time management skills, with the ability to multitask. Able to set priorities and think strategically. Ability to organize and prioritize work, to meet deadlines and expectations. * Ability to be adaptable, work independently, and be an integral team member. * Demonstrable good judgment. * Positive attitude, strong work ethic, and strong team player. * Desire and ability to learn new skills or methods. * Competencies for this position include conflict management, decision-making and critical thinking, effective communications, service excellence, tactical and strategic planning, problem-solving, and relationship management. * Relevant education and experience may be substituted as appropriate. Preferred Qualifications * Bachelor's degree in Business Administration, Public Administration, or a related field. * Experience in an administrative or secretarial role within a scientific, academic, or technical institution. * Experience in business management. * Spanish fluency. Driving Required This job requires a class "C" operator's driver's license. The applicant selected must provide a current three-year driving record from the current state of residence. If not currently a Texas resident, a Texas driver's license must be obtained within 30 days of becoming a Texas resident. Required to conform with The University of Texas System Policy UTS157, Automobile Insurance Coverage for Officers and Employees and General Requirements for the Use of Vehicles. Salary Range $60,000 + depending on qualifications Working Conditions * Position is located at the McDonald Observatory, Fort Davis, Texas. If you do not live in the surrounding areas, you will need to relocate. * May work in all weather conditions and extreme temperatures. The McDonald Observatory is located at approximately 6900 ft. above sea level. Environmental conditions can be unpredictable, with temperatures ranging from -10˚F to +95˚F. Inclement winter weather can be expected, which requires comfortable driving in wintry conditions on mountain grades. * Working at a desk and computer for extended periods. Includes repetitive use of a keyboard. * Occasional work at night, on weekends, and holidays. * Occasional climbing of ladders * Occasional heavy lifting * Occasional work around heavy equipment * Some travel may be required * Use of approved safety equipment is required. Work Shift * Monday - Friday, generally 8 a.m. to 5 p.m. * Occasional work hours outside of the standard schedule. * Working at night, on weekends, and on holidays may be required. Required Materials * Letter of Interest * Resume/CV * Three work references with their contact information; at least one reference should be from a supervisor 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, and 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 can 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 into 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.) 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. * --- 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] * --- 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.

Job Posting Title: Administrative Associate ---- Hiring Department: Department of Psychiatry ---- All Applicants ---- Weekly Scheduled Hours: 40 ---- FLSA Status: Non-Exempt ---- Earliest Start Date: Immediately ---- Position Duration: Expected to Continue Until Aug 31, 2026 ---- Location: AUSTIN, TX ---- Job Details: General Notes This position has an end date of 8/31/2026, renewable based upon availability of funding, work performance, and progress toward goals. Employee will work 40 hours a week Monday through Friday between the hours of 8AM-5PM with possibility of occasional weekend, overtime, and evening work to meet deadlines. Work Location: This position will be assigned on-campus with an expectation to work on-site for some of the scheduled work week. Remote work will require reliable internet access and a suitable workspace free from distractions. A flexible working arrangement agreement will be required upon offer. Purpose Assist with the administrative and operational aspects of implementing and sustaining the Child and Adolescent Behavioral Health and Texas Child Mental Health programs such as operational policy and procedures, human resources, contracts, logistics, technology, facilities, and other related duties. Relieves the Dell Medical School, Child and Adolescent Behavioral Health Director of a large volume of complex decisions. Responsibilities Coordinate, perform, and monitor various administrative functions and processes according to program policies and priorities, including payment and purchase requests, invoice submission, travel reimbursement, contracts submission, calendar management, and HR submissions. Schedules time for communications and document review. Assists with building and updating project and task trackers, catalogues, reference sheets and/or project management software for projects related to contracts, hiring, inventory, performance and retention schedules. Maintain FAQ's, dashboards, workflows, and instructions to ensure operational efficiency in staff and student onboarding, training, and off-boarding cycle. Track delivery of vendor variables. Organize and keep records (e.g., organizational charts, job postings, current team member resumes, etc.). Coordinating and assisting with policy and process drafting and documentation across various teams and systems. May assist with drafting documents such as job descriptions, scopes of work, contract amendments, and policy. With awareness and reference to Consortium, University and Department policy, drafts updates and maintains operating procedures. Collaborates with the school, department, external partners, and information technology and other teams to order, track, budget, inventory and ensure appropriate staff, student, and contractor access to hardware, software, office supplies, furniture, and other equipment. Set-up and maintain office space. Addresses the needs of various in-person/virtual need requests. Assist with meeting and event planning, staff celebrations, preparation, cost estimates, scheduling, room reservations, communication, set-up, and break-down, and other aspects of hybrid (virtual and in-person) meetings and events. Assists with hiring, onboarding and resignation tasks for operational and clinical team members such as collecting and retaining documentation; collaborating with the Department and external partners for onboarding and termination of services and equipment pick-up and return; and gather and process offboarding survey results. Participate in staff meetings and professional development activities Perform other duties as assigned. Required Qualifications Bachelor's degree and one year of experience at the Administrative Assistant level, or high school graduation or GED, and five years of clerical experience, including one year of experience at the Administrative Assistant level. One year of full-time equivalent applicable experience may be substituted for each thirty semester hours of college credit earned, or vice versa; however, a minimum of one year of applicable experience is required. Excellent written communication Ability to maintain regular, reliable, and punctual attendance Relevant education and experience may be substituted as appropriate. Preferred Qualifications Prior experience in healthcare or education setting Demonstrated ability to be flexible and adapt to change Salary Range $40,000+ depending on qualifications Working Conditions May work around chemical fumes May work around standard office conditions Repetitive use of a keyboard at a workstation Occasional weekend, overtime and evening work to meet deadlines Field work as necessary Able to work remotely in a private, safe space. 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. ---- 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] ---- 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.

We are seeking a dedicated Executive Assistant to support the Executive Director at the Cizik Nursing Research Institute in Houston, TX. In this full-time role, you will play a key part in managing projects, overseeing billing processes, and facilitating membership communications. The ideal candidate brings strong organizational skills and experience with tools such as Coupa and Microsoft Teams (including Planner boards). A degree or prior experience in communications is preferred, making this an excellent opportunity for someone who thrives in a dynamic, collaborative environment. Once you join us you won't want to leave. It's because we reward our team for the excellent service they provide. Our total rewards package includes the benefits you'd expect from a top healthcare organization (benefits, insurance, etc.), plus: * 100% paid medical premiums for our full-time employees * Generous time off (holidays, preventative leave day, both vacation and sick time - all of which equates to around 37-38 days per year) * The longer you stay, the more vacation you'll accrue! * Longevity Pay (Monthly payments after two years of service) * Build your future with our awesome retirement/pension plan! We take care of our employees! As a world-renowned institution, our employees' wellbeing is important to us. We offer work/life services such as... * Free financial and legal counseling * Free mental health counseling services * Gym membership discounts and access to wellness programs * Other employee discounts including entertainment, car rentals, cell phones, etc. * Resources for child and elder care * Plus many more! Position Summary: Provides administrative support to executive level leadership under general supervision. Performs work that is varied and generally administrative and/or project oriented with analysis. Work regularly requires use of initiative, discretion and independent judgment. This position may perform some secretarial support. Additional guidance may be provided with a detailed position description. Position Key Accountabilities: * Resolves general to complex inquiries and questions and responds to correspondence or telephone contacts in area of responsibility within guidelines established by supervisor. * Composes correspondence and memoranda; prepares graphs, tables, manuscripts, speeches, mass communications, reports and presentation materials. May assist with grant and contracts materials. * Schedules and maintains calendars and travel itineraries; coordinates related arrangements in compliance with all University, governmental, and/or grant policies and guidelines. * Responsible for filing systems, accuracy and compliance of files, records and reports for assigned area. Maintains knowledge base of legal and regulatory requirements of files. * Receives, classifies, reconciles, consolidates, and/or summarizes documents and information. * Compiles data from reports using required knowledge of departmental, project, and/or university policies and procedures. * Accountable for data entry and accurate and timely submission of data for processing in the financial and/or human resources systems. * Coordinates meetings and gatherings, room assignments, invites participants, and arranges refreshments and equipment as needed. May prepare and distribute meeting minutes. * May approve and coordinate purchases of office supplies and equipment. * Screens calls and emails and receives and directs visitors. * Retrieves information from departmental, university and/or system levels and/or project records and produces reports with analysis. * Regularly handles the highest level of confidential information and sensitive issues. * Provides guidance and direction to lower level staff. * Assists with interviewing, orientation and scheduling of staff. Provides input into lower staff performance evaluations. * Serves as a high level administrative liaison with others within and outside assigned areas regarding administrative issues on purchasing, personnel, facilities and operations. * May maintain or reconcile financial records/reports. FMS training with a passing score may be required. May have limited signature authority. * Advises on and may draft policies and processes as assigned by supervisor. Is responsible for making routine decisions and judgment calls, and may assist or make recommendations regarding complex or impactful decisions. * Other duties as assigned. Certification/Skills: * Advanced working knowledge of standard Office Software such as Word, Excel, PowerPoint and Outlook is required. Use of University financial systems may be required. Minimum Education: * High School diploma or equivalent required. Bachelor's degree preferred. Minimum Experience: * Six (6) years related work experience required. Extensive experience with scheduling, maintaining calendars, and travel itineraries required. Prior experience preparing meeting materials or general reports required. May substitute required experience with equivalent years of education beyond the minimum education requirement. * Familiarity with Coupa, Teams (including planner board) is preferred. Physical Requirements: * Exerts up to 20 pounds of force occasionally and/or up to 10 pounds frequently and/or a negligible amount constantly to move objects. Security Sensitive: * This position is a security-sensitive position pursuant to Texas Education Code §51.215 and Texas Government Code §411.094. To the extent that a position requires the holder to research, work on, or have access to critical infrastructure as defined in Texas Business and Commerce Code §117.001(2), the ability to maintain the security or integrity of the infrastructure is a minimum qualification to be hired for and to continue to be employed in that position. Personnel in such positions, and similarly situated state contractors, will be routinely reviewed to determine whether things such as criminal history or continuous connections to the government or political apparatus of a foreign adversary might prevent the applicant, employee, or contractor from being able to maintain the security or integrity of the infrastructure. A foreign adversary is a nation listed in 15 C.F.R. §791.4. Residency Requirement: * Employees must permanently reside and work in the State of Texas.

Job Posting Title: Administrative Associate * --- Hiring Department: Walker Department of Mechanical Engineering * --- All Applicants * --- Weekly Scheduled Hours: 40 * --- FLSA Status: Non-Exempt * --- * --- Expected to Continue Until Aug 31, 2027 * --- Location: UT MAIN CAMPUS * --- Job Details: General Notes This is a fixed term grant-funded position, funded through August 31, 2027, with the possibility of renewal upon performance and continuation of funding. As a top-10 engineering school, the Cockrell School of Engineering at The University of Texas at Austin has been a global leader in technology innovation and engineering education for over a century. The Nuclear and Radiation Engineering (NRE) area within the Walker Department of Mechanical Engineering includes six faculty, along with researchers and students, in the study and application of nuclear and radiation engineering, including imaging, robotics, high-performance computing, reactor design and materials development. The groups provide a supportive community striving to solve the most pressing challenges of the 21st century through world class research, unsurpassed student education, and dedicated service to the community. The Digital Molten Salt Reactor Initiative (D'MSRI) is a program funded by the state of Texas to develop a long-term research program at UT that centers on the use of digital twins to enable the licensing of innovations for advanced reactors in Texas. This project includes a suite of initiatives that include the development of digital twins for physical systems at many institutions, development of high-fidelity, Multiphysics software that models advanced reactors, economic and policy drivers that may be implemented at the state and national level to encourage innovation in advanced reactors, and business development to engage with the nuclear industry to enable them to recognize the value of digital twins. Purpose The Administrative Associate position is responsible for advanced administrative support for the D'MSRI, including travel, calendaring and purchasing processing for the Digital Molten Salt Reactor Initiative. Responsibilities * Manage travel authorizations for PI's, staff, guests, and researchers associated with the grant. Process travel authorizations and travel reimbursement vouchers. * Process and track ProCard purchases and UT Market purchases. * Maintain schedules/calendars for Program Director and special projects. * Coordinate and schedule group meetings including room reservations and coordinating itineraries. * Process reimbursement vouchers for entertainment expenses. * Organize, plan and host events with dignitaries, research sponsors, collaborators and out-of-town visitors. * Processes tuition reduction benefit and scholarship awards for students as needed. * Performs other related job duties as assigned. Required Qualifications * High School Diploma and five (5) years of clerical experience or a Bachelor's Degree and one (1) year of experience at the Administrative Assistant level * Strong interpersonal and problem-solving skills * Excellent oral and written communication skills * Ability to work independently and as part of a team * 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 Relevant education and experience may be substituted as appropriate. Preferred Qualifications * More than two (2) years of experience at the Administrative Assistant level * More than one (1) year as an Administrative Associate * Experience using UT mainframe accounting system * Experience processing travel and ProCard purchases at UT Austin Salary Range $55,000 + depending on qualifications Working Conditions * May work around standard office conditions * Repetitive use of a keyboard at a workstation * Use of manual dexterity * This position may be eligible for a hybrid (on-campus and off-campus) work based on business needs and at the discretion of the supervisor Required Materials * Resume/CV * Letter of interest * 3 work references with their contact information; at least one reference should be from a supervisor 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. * --- 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] * --- 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.

Job Posting Title: Administrative Associate, Texas Engineering Executive Education * --- Hiring Department: Cockrell School of Engineering * --- All Applicants * --- Weekly Scheduled Hours: 19 * --- FLSA Status: Non-Exempt * --- * --- Position Duration: Expected to Continue * --- Location: UT MAIN CAMPUS * --- Job Details: General Notes As a top-10 engineering school with the No. 1 program in Texas, the Cockrell School of Engineering at The University of Texas at Austin has been a global leader in technology innovation and engineering education for over a century. With 11 undergraduate and 13 graduate programs, over 20 research centers and a faculty community that boasts one of the highest number of National Academy of Engineering members among U.S. universities, Texas Engineering has launched some of the nation's most accomplished leaders and pioneered world-changing solutions in virtually every industry, from space exploration to energy to health care. Situated in the heart of Austin - named "America's Coolest City" by Expedia and "The Best Place to Live in the U.S." by U.S. News and World Report - the Cockrell School embodies the city's innovative spirit. Major companies with Austin campuses, such as Dell, National Instruments, Apple, IBM, Samsung, Google and many others, continue to recruit Cockrell School students at a remarkable rate, launching thousands of successful careers and developing Texas Engineers into industry leaders. Purpose We are seeking a detail-oriented and customer-focused Part-Time Administrative Associate to support the daily operations of TxEEE. This role assists the Executive Director and TxEEE staff in ensuring that daily administrative and operational activities are executed efficiently. The ideal candidate will be organized, proactive, and capable of working independently in a dynamic environment. Responsibilities * Maintain and monitor inventory of office supplies, ensuring availability of essential materials for daily operations. Initiate and track purchases, adhering to Business Office protocols including account reconciliation, vendor selection from approved lists, and documentation for audit compliance. Collaborate with the department's financial contact to ensure purchases align with budgetary guidelines and UT's procurement policies. * Serve as the primary liaison for facilities-related requests, including space maintenance, furniture moves, and custodial services, by submitting and tracking Facilities Services Work Requests. * Manage departmental vehicle reservations and maintenance schedules in accordance with UT Fleet Services guidelines, including mileage logs and fuel card reconciliation. * Provide direct administrative support to the Executive Director, including calendar management, meeting preparation, and travel coordination via Concur. Assist with operational logistics across the unit and maintaining shared documentation repositories (e.g., UT Box, SharePoint). * Actively participate in hosted events, workshops, and special projects, providing on-site support for registration, room setup, catering coordination. * Assist in updating operational manuals and handbooks. Contribute to special projects such as process improvement efforts, accreditation documentation, internal and external performance reports, ensuring timely execution and alignment with institutional goals. Required Qualifications * High school diploma or GED and at least five years of event coordination, Administrative Assistant level responsibilities; or * Bachelor's degree and one year of administrative experience. * Strong organizational and multitasking skills. * Ability to work independently and prioritize tasks effectively. * Proven track record of strong customer service skills * Professional demeanor with excellent communication and interpersonal skills. * Experience with office equipment and recordkeeping. Preferred Qualifications * Experience in a university or educational setting. * Proficiency in Microsoft Office Suite. * Familiarity with the oil and gas industry. * Background in business operations such as budgeting and accounts receivable/payable. Salary Range $23/hour Working Conditions * Work is performed in a standard office environment. * Repetitive use of keyboard at workstation. Required Materials * Resume/CV * Letter of interest * 3 work references with their contact information; at least one reference should be from a supervisor Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume in the first step of the online job application process. Then, any additional Required Materials will be uploaded in the My Experience section; you can multi-select the additional files or click the Upload button for each file. 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 Jobs. Before you apply though, 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. This information will be pulled in to your application. The application is one page and you will need to click the Upload button multiple times in order to attach your Resume, References and any additional Required Materials 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. * --- 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] * --- 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.

Job Posting Title: Administrative Associate, Texas Engineering Executive Education * --- Hiring Department: Cockrell School of Engineering * --- All Applicants * --- Weekly Scheduled Hours: 19 * --- FLSA Status: Non-Exempt * --- * --- Position Duration: Expected to Continue * --- Location: Texas * --- Job Details: General Notes As a top-10 engineering school with the No. 1 program in Texas, the Cockrell School of Engineering at The University of Texas at Austin has been a global leader in technology innovation and engineering education for over a century. With 11 undergraduate and 13 graduate programs, over 20 research centers and a faculty community that boasts one of the highest number of National Academy of Engineering members among U.S. universities, Texas Engineering has launched some of the nation's most accomplished leaders and pioneered world-changing solutions in virtually every industry, from space exploration to energy to health care. Situated in the heart of Austin - named "America's Coolest City" by Expedia and "The Best Place to Live in the U.S." by U.S. News and World Report - the Cockrell School embodies the city's innovative spirit. Major companies with Austin campuses, such as Dell, National Instruments, Apple, IBM, Samsung, Google and many others, continue to recruit Cockrell School students at a remarkable rate, launching thousands of successful careers and developing Texas Engineers into industry leaders. Purpose We are seeking a detail-oriented and customer-focused Part-Time Administrative Associate to support the daily operations of PETEX Training Operations in Pearland, TX. This role assists the TxEEE Coordinating Manager in ensuring the smooth delivery of training courses and events. The ideal candidate will be organized, proactive, and capable of working independently in a dynamic environment. Responsibilities * Collaborate closely with the TxEEE Coordinating Manager to prepare and execute in-person and hybrid training courses. Responsibilities include assembling course materials, setting up presentation equipment, and ensuring classrooms are clean, organized, and stocked with necessary supplies. Assist with teardown and reset between sessions, maintaining readiness for consecutive trainings. Support course openings and closings, including field trip logistics and attendance tracking. * Serve as the first point of contact for students, responding promptly to inquiries via phone and email. Greet and assist students on-site, providing guidance on schedules, locations, and amenities. Maintain a welcoming and professional environment that reflects PETEX's commitment to customer satisfaction and learner experience. * Process course registrations in CVent. Ensure accurate data entry and timely updates to student records. Coordinate with the Austin office to reconcile registration data and ensure delivery of conference materials. Support photo documentation of classes and maintain organized digital archives. * Monitor and maintain inventory of office and classroom supplies. Assist with purchase order (PO) creation and modification, including quarterly PO strategies and conference card backup plans as outlined in PETEX | Corporate Catering Resolution. Ensure compliance with university procurement policies and maintain documentation for audit readiness. * Coordinate transportation and catering for training sessions, field trips, and hosted events. Liaise with vendors and TxEEE Admin and Finance team to ensure timely delivery and compliance with contract requirements. Assist with break room setup and event logistics, including AV support and hospitality arrangements. Participate in special projects and hosted events. Required Qualifications * High school diploma or GED with at least five years of experience in administrative support and event coordination; or a bachelor's degree with a minimum of one year of relevant administrative experience. * Demonstrated ability to manage office equipment, maintain records, and utilize online platforms (e.g., Zoom, Microsoft Teams) to support large-group meetings and virtual events. * Strong multitasking and prioritization abilities with a proven capacity to work independently in a fast-paced, deadline-driven environment. * Professional demeanor with exceptional interpersonal and communication skills, and a track record of delivering high-quality customer service to internal and external stakeholders. * Willingness to support special projects and hosted events, with flexibility to collaborate across departments and respond to evolving operational needs. Preferred Qualifications * Experience in a university or educational setting. * Proficiency in Microsoft Office Suite. * Familiarity with the oil and gas industry. * Background in business operations such as budgeting and accounts receivable/payable. Salary Range $23/hour Working Conditions * Work is performed in a standard office environment. * Repetitive use of keyboard at workstation. Required Materials * Resume/CV * Letter of interest * 3 work references with their contact information; at least one reference should be from a supervisor Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume in the first step of the online job application process. Then, any additional Required Materials will be uploaded in the My Experience section; you can multi-select the additional files or click the Upload button for each file. 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 Jobs. Before you apply though, 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. This information will be pulled in to your application. The application is one page and you will need to click the Upload button multiple times in order to attach your Resume, References and any additional Required Materials 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. * --- 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] * --- 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.

Job Posting Title: Administrative Associate, Texas Engineering Executive Education (Pearland, TX) ---- Hiring Department: Cockrell School of Engineering ---- All Applicants ---- Weekly Scheduled Hours: 19 ---- FLSA Status: Non-Exempt ---- Earliest Start Date: Immediately ---- Position Duration: Expected to Continue ---- Location: Texas ---- Job Details: General Notes As a top-10 engineering school with the No. 1 program in Texas, the Cockrell School of Engineering at The University of Texas at Austin has been a global leader in technology innovation and engineering education for over a century. With 11 undergraduate and 13 graduate programs, over 20 research centers and a faculty community that boasts one of the highest number of National Academy of Engineering members among U.S. universities, Texas Engineering has launched some of the nation's most accomplished leaders and pioneered world-changing solutions in virtually every industry, from space exploration to energy to health care. Situated in the heart of Austin - named “America's Coolest City” by Expedia and “The Best Place to Live in the U.S.” by U.S. News and World Report - the Cockrell School embodies the city's innovative spirit. Major companies with Austin campuses, such as Dell, National Instruments, Apple, IBM, Samsung, Google and many others, continue to recruit Cockrell School students at a remarkable rate, launching thousands of successful careers and developing Texas Engineers into industry leaders. Purpose We are seeking a detail-oriented and customer-focused Part-Time Administrative Associate to support the daily operations of PETEX Training Operations in Pearland, TX. This role assists the TxEEE Coordinating Manager in ensuring the smooth delivery of training courses and events. The ideal candidate will be organized, proactive, and capable of working independently in a dynamic environment. Responsibilities Collaborate closely with the TxEEE Coordinating Manager to prepare and execute in-person and hybrid training courses. Responsibilities include assembling course materials, setting up presentation equipment, and ensuring classrooms are clean, organized, and stocked with necessary supplies. Assist with teardown and reset between sessions, maintaining readiness for consecutive trainings. Support course openings and closings, including field trip logistics and attendance tracking. Serve as the first point of contact for students, responding promptly to inquiries via phone and email. Greet and assist students on-site, providing guidance on schedules, locations, and amenities. Maintain a welcoming and professional environment that reflects PETEX's commitment to customer satisfaction and learner experience. Process course registrations in CVent. Ensure accurate data entry and timely updates to student records. Coordinate with the Austin office to reconcile registration data and ensure delivery of conference materials. Support photo documentation of classes and maintain organized digital archives. Monitor and maintain inventory of office and classroom supplies. Assist with purchase order (PO) creation and modification, including quarterly PO strategies and conference card backup plans as outlined in PETEX | Corporate Catering Resolution. Ensure compliance with university procurement policies and maintain documentation for audit readiness. Coordinate transportation and catering for training sessions, field trips, and hosted events. Liaise with vendors and TxEEE Admin and Finance team to ensure timely delivery and compliance with contract requirements. Assist with break room setup and event logistics, including AV support and hospitality arrangements. Participate in special projects and hosted events. Required Qualifications High school diploma or GED with at least five years of experience in administrative support and event coordination; or a bachelor's degree with a minimum of one year of relevant administrative experience. Demonstrated ability to manage office equipment, maintain records, and utilize online platforms (e.g., Zoom, Microsoft Teams) to support large-group meetings and virtual events. Strong multitasking and prioritization abilities with a proven capacity to work independently in a fast-paced, deadline-driven environment. Professional demeanor with exceptional interpersonal and communication skills, and a track record of delivering high-quality customer service to internal and external stakeholders. Willingness to support special projects and hosted events, with flexibility to collaborate across departments and respond to evolving operational needs. Preferred Qualifications Experience in a university or educational setting. Proficiency in Microsoft Office Suite. Familiarity with the oil and gas industry. Background in business operations such as budgeting and accounts receivable/payable. Salary Range $23/hour Working Conditions Work is performed in a standard office environment. Repetitive use of keyboard at workstation. Required Materials Resume/CV Letter of interest 3 work references with their contact information; at least one reference should be from a supervisor Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume in the first step of the online job application process. Then, any additional Required Materials will be uploaded in the My Experience section; you can multi-select the additional files or click the Upload button for each file. 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 Jobs. Before you apply though, 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. This information will be pulled in to your application. The application is one page and you will need to click the Upload button multiple times in order to attach your Resume, References and any additional Required Materials 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. ---- 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] ---- 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.

Job Posting Title: Administrative Associate, Department of Civil, Architectural and Environmental Engineering * --- Hiring Department: Fariborz Maseeh Department of Civil, Architectural and Environmental Engineering * --- All Applicants * --- Weekly Scheduled Hours: 40 * --- FLSA Status: Non-Exempt * --- Earliest Start Date: Dec 10, 2025 * --- Position Duration: Expected to Continue * --- Location: UT MAIN CAMPUS * --- Job Details: General Notes As a top-10 engineering school with the No. 1 program in Texas, the Cockrell School of Engineering at The University of Texas at Austin (UT Austin) has been a global leader in technology innovation and engineering education for over a century. With 11 undergraduate and 13 graduate programs, over 20 research centers and a faculty community that boasts one of the highest number of National Academy of Engineering members among U.S. universities, Texas Engineering has launched some of the nation's most accomplished leaders and pioneered world-changing solutions in virtually every industry, from space exploration to energy to health care. Situated in the heart of Austin - named "America's Coolest City" by Expedia and "The Best Place to Live in the U.S." by U.S. News and World Report - the Cockrell School embodies the city's innovative spirit. Major companies with Austin campuses, such as Dell, National Instruments, Apple, IBM, Samsung, Google and many others, continue to recruit Cockrell School students at a remarkable rate, launching thousands of successful careers and developing Texas Engineers into industry leaders. At UT Austin, we say "What starts here changes the world." As a member of the university community, you will be part of an organization that is internationally recognized for our academic programs and research. Your work will have meaning and make a difference not only in the lives of our faculty, staff, and students, but also those who are impacted by our first class academic and research programs. UT Austin, recognized by Forbes as one of America's Best Large Employers, provides outstanding employee benefits and total rewards packages that include: * Competitive health benefits (employee premiums covered at 100%, family premiums at 50%) * Voluntary Vision, Dental, Life, and Disability insurance options * Generous paid vacation, sick time, and holidays * Teachers Retirement System of Texas, a defined benefit retirement plan, with 7.75% employer matching funds * Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b) * Flexible spending account options for medical and childcare expenses * Robust free training access through LinkedIn Learning plus professional conference opportunities * Tuition assistance * Expansive employee discount program including athletic tickets * Free access to UT Austin's libraries and museums with staff ID card * Free rides on all UT Shuttle and Austin CapMetro buses with staff ID card Purpose To provide advance administrative skills in the daily operations of the Department of Civil, Architectural and Environmental Engineering. Provide a high level of customer service support for CAEE faculty students, and staff. Responsibilities Front Office: * First point of contact for CAEE visitors. Answer department main line and direct calls to other offices or staff, greet the public. Provide information and resources to faculty, students, staff, and guests. Distribute and order parking passes for official visitors. * Serve as the primary shipping and receiving staff member for the department, including sort incoming mail. Collect and distribute department campus mail, US mail, and shipping carrier packages, create shipping or receive deliveries for shipping carriers. Make department-related deliveries or pick-ups on UT campus when needed. * Responsible for office supply inventory as well as upkeep and maintenance of the reception and kitchen area. This includes keeping all public areas tidy and free of clutter, organization of departmental storage spaces, and resetting meeting rooms after department meetings. * Submit shredding service requests and copy machine maintenance. * In collaboration with Events Program Coordinator, manage student workers, including delegating duties/tasks/projects in accordance with department priorities. * Collaborate with Building manager on notifying about work orders needed to correct any deficiencies in the spaces, as well as coordinate lost and found items. * Assist faculty and staff with printing and copy requests. Scanning and archiving of departmental records. Assist faculty with printing exams and distribute them to students. * Manage room reservations for department-controlled rooms. Included but not limited to student group meetings, faculty meetings, faculty events, seminars, staff meetings. * Order and distribute parking passes for official visitors. * Check out keys for locked department rooms, including seminar rooms. * Monitor the CAEE email inbox, respond to inquiries, and provide guidance to CAEE faculty, staff, and students related to administrative process. Event and Meeting Support: * Provide administrative and logistical support for events, including but not limited to CAEE annual tailgate, graduate research poster sessions, faculty recruitment visits, and other various department events. * Place orders for catered faculty lunches, coffee bar supplies, as well as drinks and snacks for student organizations and/or department meetings. Special Projects and Initiatives Support: * Provide administrative and clerical support to the Department Chair and Director for special projects and initiatives. Under supervision of Director execute Faculty Affairs processes related to Reviews (Annual, Post Tenure, 3rd Year). Create and monitor UT Box folders for 54 faculty for annual reports. * Collaborate with Department director on annual endowment letters. Making sure all are received and send on time. * Manage department chair's calendar. Schedule appointments and meetings; assemble appropriate reference materials for meetings; reserve conference rooms, virtual conference setting, and phone lines, and handle all other necessary logistical details. * Coordinate small meeting functions; respond to requests for meetings; manage complex schedules and working with others to coordinate meeting requests in an often rapidly changing environment. Update Outlook room calendars with department meetings. Send calendar invitations. Required Qualifications * High school diploma or GED and at least five years of experience * Bachelor's degree and at least one year of clerical experience * Customer service, or related experience. * Proficiency with Microsoft Office programs * Outstanding organizational skills, attentiveness to detail, and time-management skills * Demonstrated ability and willingness to work as a team member and independently * Ability to effectively manage a high volume of work * Punctuality and professional demeanor Relevant education and experience may be substituted as appropriate. Preferred Qualifications * Excellent verbal and written communication skills. * Experience working in an academic environment * Experience with University of Texas policies, procedures and administrative systems. Salary Range $45,000 + depending on qualifications Working Conditions * May work around standard office conditions. * Repetitive use of a keyboard at a workstation * Use of manual dexterity * Lift and move standard office files and supplies. Work Shift * Standard work schedule is Monday - Friday, 8:00 a.m. - 5:00 p.m. * Work outside of normal business hours may be required on an occasional basis during peak periods. Required Materials * Resume/CV * Letter of interest * 3 work references with their contact information; at least one reference should be from a supervisor Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume in the first step of the online job application process. Then, any additional Required Materials will be uploaded in the My Experience section; you can multi-select the additional files or click the Upload button for each file. 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 Jobs. Before you apply though, 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. This information will be pulled in to your application. The application is one page and you will need to click the Upload button multiple times in order to attach your Resume, References and any additional Required Materials 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. * --- 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] * --- 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.

Job Posting Title: Administrative Associate - Texas Science & Natural History Museum * --- Hiring Department: Texas Memorial Museum * --- All Applicants * --- Weekly Scheduled Hours: 30 * --- FLSA Status: Non-Exempt * --- * --- Position Duration: Expected to Continue * --- Location: UT MAIN CAMPUS * --- Job Details: General Notes Texas Science & Natural History Museum is developing new exhibits, programs, and experiences that spark curiosity, promote belonging, and tell stories about Texas science and natural history. The museum seeks an Administrative Associate to work with the Business Manager to track information and manage data. Purpose To support business operations related to Finance, Human Resources, Development, and Constituent Relations to data tracking, analysis, and reporting. Responsibilities Finance - Complete daily tracking of financial transactions and monthly reconciliation of accounts. Responsible for delivering financial materials across campus as needed. Assist the Communication and Events team with vendor payments, including collecting invoices, verifying that services have been rendered, and serving as liaison between vendors, the contracting staff member, and the payments team. Human Resources - Assist with employee onboarding, including: preparing employee welcome packet; updating employee contact list, list servs, and organizational chart; adding employees to museum Teams channels and pertinent Box folders; ordering name tags, stocking tee-shirts, and business cards (when applicable); coordinating and tracking completion for Child Protection Training and Museum Security Training. Development and Communications - Provide administrative support for fundraising, cultivation, and stewardship activities. Coordinate meetings, prepare materials, and manage follow-up communications. Draft contact reports. Draft and proofread donor-facing materials including impact reports, presentations, invitations, acknowledgment letters, and special occasion cards and notes. Support advisory council activities, communications, and meetings. Manage email lists for various constituent groups including newsletters, invitation lists, RSVPs, and event communications. Conduct donor research and support individualized stewardship projects. Assist with annual stewardship through endowment compliance and the annual letters project and special initiatives involving planned giving, corporate, and foundation relations. Constituent Support Analysis - Analyze and build trend reports on data from the Altru system related to various museum programs and events; build and track Altru information related to visitor experiences, admissions, and events as requested by museum leadership. Support other related functions and duties as assigned. Required Qualifications * Bachelor's degree from an accredited college or university. * At least one year of experience providing administrative support. * Proficient with Microsoft Office suite. * Strong interpersonal and critical thinking skills. * Excellent oral and written communication skills. * Success working independently and as part of a team. * Ability to learn quickly and be flexible. Preferred Qualifications * At least three years of experience providing administrative support. * Excellent working knowledge of UT Austin policies and administrative tools such as *DEFINE, UT Direct/FRMS, Point Plus and Workday. * Advanced skills in the use of Microsoft Office applications. Salary $45,000 annual ($33,750 prorated for 30 hours per week) Working Conditions * Standard office environment: Working at a desk and computer for extended periods, including repetitive use of a keyboard and manual dexterity. Work Shift * The hired candidate will work with their supervisor to set a schedule covering 30 hours per week over the course of four or five weekdays. Required Materials * Resume/CV * Three 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 RequiredMaterials 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 presentedto 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. * --- 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] * --- 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.

Job Posting Title: Administrative Associate, Office of Sponsored Projects ---- Hiring Department: Office of Sponsored Projects ---- All Applicants ---- Weekly Scheduled Hours: 40 ---- FLSA Status: Non-Exempt ---- Earliest Start Date: Immediately ---- Position Duration: Expected to Continue Until May 31, 2024 ---- Location: AUSTIN, TX ---- Job Details: General Notes UT Austin offers a competitive benefits package that includes: 100% employer-paid basic medical coverage Retirement contributions Paid vacation and sick time Paid holidays Please visit our Human Resources (HR) website to learn more about the total benefits offered. The Office of Sponsored Projects (OSP) serves as the coordinating office for externally funded research and sponsored projects at The University of Texas at Austin. The mission of OSP is to assist faculty and professional research staff in their efforts to secure and ensure proper stewardship of external funding. We do that by assisting research faculty and staff with the following: proposal review, authorization, and submission; award negotiations and acceptance; account management; close-out, reports, audits, collection; professional development and education; export control, and research compliance. Purpose Provide billing and financial reporting support to the billing staff and the Office of Sponsored Projects (OSP) leadership team. Responsibilities Assists with the billing and reporting processes for federal, state, and private grants. Gathers backup documentation. Supports billing staff by submitting completed invoices to the sponsors per contracted terms. Collaborates with the billers to outline billing terms and financial deliverable tracking. Provides support to the OSP leadership with sponsor portal maintenance and invoice submission. Follows up on submission confirmations and address any errors or issues under the guidance of the billers. Supports special projects and data cleanup as advised by the OSP leadership. Collaborates with the team to meet project deadlines and objectives. Communicates effectively with principal investigators and departments to assist with the completion of patent reporting. Learns professional communication practices for interacting with internal and external customers. Helps maintain positive and respectful working relationships with stakeholders. Required Qualifications Bachelor's degree and one year of administrative experience or high school diploma/GED plus five years of administrative experience. Must be able to work independently and/or in a team environment. Must be able to work well managing deadlines on a daily basis. Experience utilizing various software applications, online information resources, and maintaining electronic files. Excellent customer service skills, organizational skills, and ability to problem solve. Demonstrated ability to communicate effectively to a large population in both oral and written form. Must be authorized to work in the United States on a full-time basis for any employer. Relevant education and experience may be substituted as appropriate. Preferred Qualifications Experience working in a sponsored projects office and experience working directly with administrative support tasks related to grants or contracts management. Experience in governmental or commercial accounting and budgets. Experience with a Research Management System (RMS). Familiar with UT Austin's policies and procedures. Successful customer service background. Exceptional problem solving, organizational, written and verbal communication skills. Salary Range $42,000+ depending on qualifications Working Conditions Work location will be in north Austin, Texas at the West Pickle Research (WPR) campus. Repetitive use of keyboard at workstation Repetitive use of standard office equipment Required Materials Please mark "yes" on the application for required materials. Failure to attach all additional materials listed may affect candidates being considered for the position. 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. ---- 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) [PDF] E-Verify Poster (Spanish) [PDF] Right To Work Poster (English) [PDF] Right To Work Poster (Spanish) [PDF] ---- 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.