Administrative Associate – Clements Center Academic Affairs
University of Texas at Austin · Austin, TX, US
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About the Role
The Clements Center for National Security at The University of Texas at Austin is seeking a detail-oriented Administrative Associate to provide high-level administrative support to the Academic Affairs team. This role is crucial for ensuring smooth day-to-day operations and serving as a key point of contact.
Responsibilities
- Supports front desk operations, assisting with staffing or coordinating student workers to ensure consistent coverage.
- Handles incoming and outgoing communications, including emails, phone calls, and walk-in visitors, providing customer service.
- Prepares routine correspondence for distribution.
- Maintains accurate correspondence logs, files, databases, and tracking systems.
- Serves as a liaison between leadership, staff, and campus partners.
- Provides logistical support for department activities, such as scheduling meetings and maintaining office supplies.
- Assists with processing invoices, vouchers, reimbursements, and other accounting transactions.
- Assists in the scheduling of travel, maintains records, and processes related activities and approvals.
- Manages database tracking and maintenance.
- Assists with the preparation and completion of the annual budget for the Academic Affairs team.
- Assists with faculty and student administrative processes, including document management.
- Assists with faculty and student events, including food ordering, room reservations, and day-of support.
- Maintains and organizes important documents and records.
- Prepares reports, presentations, and other documents as needed.
- Conducts necessary research and maintains data for decision-making.
- Schedules, attends, and takes minutes for meetings as needed.
- Manages assigned databases, coordinating approvals, communications, and other related functions.
Requirements
- Requires a High School Diploma/GED with a minimum of two years of administrative/clerical function.
- Demonstrated experience supporting complex programs, projects, or initiatives.
- Excellent communication, collaboration, organizational, and problem-solving skills.
- Demonstrated proficiency in programs such as DocuSign, Adobe, and Microsoft Suite.
- Must be authorized to work in the U.S. on a full-time basis for any employer without sponsorship.
Skills
- DocuSign
- Adobe
- Microsoft Suite
Location
- AUSTIN, TX
Work Type
- Full-time
- In-person
- On campus
Experience Level
- Minimum of two years of administrative/clerical function
Education Level
- High School Diploma/GED
Salary/Compensations
- $50,000 +
Benefits
- 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 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
About the Company
- The Clements Center for National Security is a rapidly growing unit within the University of Texas at Austin.
- The Clements Center for National Security at The University of Texas at Austin draws on the best insights of diplomatic and military history with the mission to train the next generation of national security leaders.
- UT Austin is internationally recognized for its academic programs and research.
Equal Opportunity
- 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.