Administrative Associate

Job Posting Title: Administrative Associate---- Hiring Department: Special Education---- Position Open To: All Applicants---- Weekly Scheduled Hours: 40---- FLSA Status: Non-Exempt from FLSA---- Earliest Start Date: Nov 09, 2026---- Position Duration: Expected to Continue Until Aug 31, 2027---- Location: UT MAIN CAMPUS---- Job Details: Purpose To provide administrative, operational, logistical, and financial transaction processing support for the Meadows Center for Preventing Educational Risk.

Responsibilities

• Coordinate travel arrangements for staff, consultants, and participants, including hotel accommodations, airfare, vehicle rentals, and conference registrations.
• Process reimbursements, payments, and other financial transactions in accordance with university policies and procedures.
• Prepare and process purchase orders and other purchasing and vendor-related documentation.
• Provide general administrative and operational support to the Meadows Center, as needed.

Required Qualifications

• High school Diploma/ GED and five years of relevant experience or a Bachelor’s degree and at least one year of administrative, program, business, higher education, or related professional experience.
• Strong organizational skills with demonstrated ability to manage multiple assignments, deadlines, records, and priorities accurately.
• Excellent written and verbal communication skills and ability to interact professionally with faculty, staff, students, visitors, and external partners.
• Experience supporting administrative functions such as travel, purchasing, record-keeping, or similar processes.
• Proficiency with common office productivity and collaboration tools and ability to learn new administrative systems.
• Ability to exercise discretion, maintain confidentiality, follow established procedures, and recognize when matters require escalation.
• Ability to work independently and collaboratively in a fast-paced environment

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Experience working in a university, public-sector, or similarly complex administrative environment.
• Knowledge of The University of Texas at Austin or UT System business policies and administrative procedures.
• Experience supporting faculty or academic programs and coordinating travel, purchasing, reimbursements.
• Experience with DEFINE, UT Market, Point Plus, University travel systems.
• Experience with procurement documentation, reconciliation, records management, or business continuity processes.
• Strong attention to detail, professional judgment, follow-through, and commitment to responsive service.

Salary Range $52,000

Working Conditions

• Typical office environment

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]

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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.