Senior Administrative Associate

Job Posting Title:

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Hiring Department:

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Position Open To:

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Weekly Scheduled Hours:

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FLSA Status:

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Earliest Start Date:

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Position Duration:

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Location:

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Job Details:

General Notes
Must be eligible to work in the United States on a full-time basis for any employer.

Position Purpose
The Senior Administrative Associate is an operational anchor for Career Success, owning the day-to-day systems, spaces, and processes that allow the team to deliver consistently for students and employers. This role leads front desk and student employee operations, manages facilities and space across a high-traffic environment, and ensures administrative functions run reliably without requiring close direction. The right person for this role takes pride in a well-run operation, anticipates what the team needs before it's asked, and holds themselves accountable to a high standard of service and professionalism.

Responsibilities

- Front Desk and Student Employee Operations

• Hire, onboard, train, schedule, and supervise full-time front desk staff and student Career Associates to ensure consistent, high-quality front desk and reception coverage.
• Serve as primary backup coverage for the front desk, ensuring continuity of operations during absences or peak periods.
• Develop, document, and maintain front desk and reception procedures, including visitor check-in, phone coverage, mail handling, and general inquiries.
• Assign meaningful projects to student employees that support operational priorities while ensuring reliable daily coverage.
• Recognize patterns in day-to-day operations and bring relevant context to supervisor to inform next steps.
• Provide ongoing training, coaching, and performance feedback to both full-time and student staff to promote accountability, skill development, and service excellence.

- Administrative and Office Operations

• Monitor operational workflows and flag recurring issues and coordinate with appropriate team members to address them.
• Manage office inventory and supplies, including recruiter facing lounges.
• Process orders via UT Market, Amazon, and other vendors.
• Receive, distribute, and track mail and deliveries.
• Maintain office organization, storage areas, and shared equipment.
• Coordinate ITS and additional Facilities Services requests for daily operations and events.
• Support onboarding of new Career Success staff (workspace setup, equipment, listservs, keys/badging).

- Facilities, Space, and Building Operations

• Serve as the primary Career Success liaison to Facilities Services and building management.
• Anticipate space and facilities needs in advance of high-traffic periods, employer visits, and large-scale events, coordinating proactively with other occupant stakeholders, facilities, security, and building management to ensure readiness.
• Manage day-to-day operations of classrooms, meeting rooms, interview rooms, and employer facing spaces.
• Administer the online room and space reservation system.
• Submit, track, and follow up on facilities work orders (repairs, custodial requests, furniture moves, storage).
• Coordinate keys, badging, and BACS access based on staff and program needs.
• Partner with other suite administrators to maintain shared spaces (kitchens, common areas, storage).

- Event, Program, and Classroom Support

• Coordinate logistics for events, programs, and meetings.
• Order catering and manage delivery, setup, and takedown.
• Submit event and room setup requests to Facilities Services.
• Coordinate accessibility accommodations with Disability & Access (D&A).
• Provide basic classroom and conference room technology setup and troubleshooting.

- Employer Facing Space and Resource Support

• Manage employer lounges and related spaces to ensure they are clean, stocked, and ready for use.
• Monitor recruiter facing amenities and coordinate restocking and custodial support.
• Serve as a logistical point of contact for employer onsite needs.

- Communication and Systems Support

• Manage Career Success listservs and distribution lists.
• Support administrative systems related to scheduling, space usage, and coordination.

- Additional Duties as Assigned

Required Qualifications

• Bachelor's degree.
• 2+ years of experience in administrative, office and/or facilities operations with minimal supervision.
• Demonstrated experience supervising staff and/or student employees.
• Ability to coordinate facilities, space scheduling, work orders, and building access.
• Strong organizational, customer service, and communication skills.
• Proficiency with facilities management software and Microsoft Office Suite.

Equivalent combination or substitution of relevant education and experience may be substituted as appropriate

Preferred Qualifications

• 4+ years of experience
• Previous experience managing front desk in a high traffic office.
• Experience with Mazevo software.

Salary Range

$52,000+ depending on qualifications

Working Conditions

• Work to be performed in a typical office environment

• Resume/CV

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

Importantfor 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 thatALLRequired Materials have been uploaded. Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers:As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

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Retirement Plan Eligibility:

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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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.

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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.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university's company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.