The University of Texas at Austin
Senior Administrative Associate, College of Natural Sciences
The University of Texas at Austin, Austin, Texas, us, 78716
Senior Administrative Associate, College of Natural Sciences
Position within the College of Natural Sciences at the University of Texas at Austin. The role supports the Dean’s Office with high-level administrative tasks to advance the mission of the College and the University.
Purpose This position provides high-level administrative support for the Dean’s Office, including financial processing, scheduling, event coordination, and office operations. The role ensures efficient workflow, accurate transaction management, and exceptional service for internal and external stakeholders.
Responsibilities
Financial and Budget Support: Assist the Dean’s Office leadership with transaction tracking and budget management for special initiatives. Process vouchers, payments, purchase orders, and travel documents; oversee One-Time Funding Requests and collaborate with the Business Services team.
Event Planning and Execution: Provide logistical and planning support for college-wide events hosted by the Dean’s Office (e.g., holiday parties, receptions, award celebrations). Lead the biannual Texas Science Festival, including website and marketing, Zoom webinar execution, and participant training.
Reception and Office Support: Manage the Dean’s reception area, inventory, and supervise student employees, providing backup reception assistance as needed.
Calendar and Scheduling Support: Coordinate appointment scheduling, meeting confirmations, and assist the Dean with scheduling needs.
Smartsheet Management: Maintain and manage the Smartsheet account for the Dean’s Office.
Required Qualifications
Bachelor’s degree and at least three (3) years of recent clerical experience with general office functions.
Proficiency with digital tools and platforms, including Microsoft 365 and standard office equipment.
Demonstrated reliability with consistent follow‑through and timely task completion.
Excellent written, oral, and interpersonal communication skills.
Ability to prioritize responsibilities and manage concurrent projects with high accuracy and attention to detail.
Preferred Qualifications
Experience with UT Austin systems, policies, and processes, including purchasing and payment policies.
Experience planning, coordinating, and executing events of varying size and complexity.
Salary Range $58,000 + depending on qualifications
Working Conditions
Requires on‑site work on the UT Austin campus.
Full‑time position; must be eligible to work in the U.S. on a full‑time basis for any employer without sponsorship.
May work under pressure and rigid deadlines.
May work around standard office conditions.
Repetitive use of a keyboard at a workstation.
Use of manual dexterity.
Required Materials
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.
For current university employees or contingent workers: As a current employee, 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.) that were noted above.
Equal Opportunity Employer 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 uses 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.
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Purpose This position provides high-level administrative support for the Dean’s Office, including financial processing, scheduling, event coordination, and office operations. The role ensures efficient workflow, accurate transaction management, and exceptional service for internal and external stakeholders.
Responsibilities
Financial and Budget Support: Assist the Dean’s Office leadership with transaction tracking and budget management for special initiatives. Process vouchers, payments, purchase orders, and travel documents; oversee One-Time Funding Requests and collaborate with the Business Services team.
Event Planning and Execution: Provide logistical and planning support for college-wide events hosted by the Dean’s Office (e.g., holiday parties, receptions, award celebrations). Lead the biannual Texas Science Festival, including website and marketing, Zoom webinar execution, and participant training.
Reception and Office Support: Manage the Dean’s reception area, inventory, and supervise student employees, providing backup reception assistance as needed.
Calendar and Scheduling Support: Coordinate appointment scheduling, meeting confirmations, and assist the Dean with scheduling needs.
Smartsheet Management: Maintain and manage the Smartsheet account for the Dean’s Office.
Required Qualifications
Bachelor’s degree and at least three (3) years of recent clerical experience with general office functions.
Proficiency with digital tools and platforms, including Microsoft 365 and standard office equipment.
Demonstrated reliability with consistent follow‑through and timely task completion.
Excellent written, oral, and interpersonal communication skills.
Ability to prioritize responsibilities and manage concurrent projects with high accuracy and attention to detail.
Preferred Qualifications
Experience with UT Austin systems, policies, and processes, including purchasing and payment policies.
Experience planning, coordinating, and executing events of varying size and complexity.
Salary Range $58,000 + depending on qualifications
Working Conditions
Requires on‑site work on the UT Austin campus.
Full‑time position; must be eligible to work in the U.S. on a full‑time basis for any employer without sponsorship.
May work under pressure and rigid deadlines.
May work around standard office conditions.
Repetitive use of a keyboard at a workstation.
Use of manual dexterity.
Required Materials
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.
For current university employees or contingent workers: As a current employee, 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.) that were noted above.
Equal Opportunity Employer 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 uses 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.
#J-18808-Ljbffr