Senior Administrative Associate
Austin, TXJobSeen 2w agoSeen in employer's feed 2 days ago
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Job overview
The Senior Administrative Associate provides high-level administrative support to department leadership and coordinates office operations, finance, human resources, events, and academic program support. The role manages recruitment and staff changes, advises on time and leave policies, coordinates departmental events and travel, processes awards and payments, and supports special projects for the Associate Dean and COLA Student Affairs Leadership team.
Skills & qualifications
Skills
Full job description
Administrative Leadership and Office OperationsProvides high-level administrative support to department leadership, including meeting coordination and preparation of reference materials.Makes independent decisions on complex office matters with minimal supervision.Determines work priorities and schedules with other office staff, sections, and departments; assigns and coordinates tasks across teams and departments.Reviews and edits departmental communications, reports, and publications, and maintains files on other documents. Maintains organized records and files for all ongoing business, finance, operations, projects, and documentation.Manages and coordinates purchasing, reconciliation, and all other financial transactions for the unit.Assists with other finance-related activities and coordinates with COLA Finance and business services.Serves as a liaison for unit with college partners: COLA HR, COLA Finance, and COLA Deans office administrative team.Counsels leadership on departmental operational matters and represents the office in their absence.Human Resources AdministrationManages recruitment processes, including obtaining approvals, initiating formal requests, and tracking progress.Handles staff and student worker hiring, separations, and position changes; prepare offer letters and separation communications.Coordinates reclassifications and salary adjustments, including routing for approvals and processing.Advises on time and leave policies; assists with timesheet and leave-related issues.Supports onboarding and offboarding processes and maintains onboarding materials.Assists with other HR-related activities and coordinates with COLA HR.Event and Project CoordinationPlans and executes departmental events, meetings, and special initiatives.Coordinates logistics including room reservations, catering, agendas, and materials.Manages speaker visits, professional development and conference travel and reimbursement, other business and travel arrangements, and special event programming.Processes Student Affairs awards, stipends, and scholarship payments for relevant faculty, staff, and students.Assists with budget review and compliance for event-related planning and expenditures, including Official Occasion Event Forms and other required procedures.Academic and Program SupportProvides backup support for general office operations and front desk management.Collaborates on interdepartmental decisions and maintain onboarding resources.Provides direct support for special projects for Associate Dean and COLA Student Affairs Leadership team.Analyzes and supports requirements for specific projects.Other related functions as assigned.
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