Senior Administrative Associate - Academic Affairs at UT Social Work

This position is office-based and not structured as a remote or flexible-schedule role due to the need for real-time administrative support and office coverage.This position description is not intended to be all-inclusive. Responsibilities may evolve over time, and the employee may be assigned additional duties, special projects, or initiatives to support Academic Affairs and the broader operations of the School of Social Work.Academic Affairs SupportCoordinate the course scheduling process in collaboration with the Associate Dean and program leadership, including:Collecting teaching preferences via QualtricsCommunicating course assignments and invitations to facultyTracking responses and updating course schedulesCoordinating classroom requests and final room assignmentsCollect, review, and upload course syllabi to the university website; maintain the Schools syllabi archive and respond to syllabi requests.Ensure syllabus compliance with university, state, and accreditation requirements, including learning outcomes and common assignment expectations.Administer and maintain Course Instructor Surveys (CIS), including system coordination, communications, and deadline monitoring.Support adjunct faculty operations by maintaining listservs, coordinating semester meetings, and collaborating with the Director of Adjunct Affairs and the Director of Academic Initiatives.Provide administrative support for assessment and accreditation activities, including tracking and maintaining program data.Partner with the Provosts Office (OAT team) to support the course master functionality within the Simple Syllabus platform.Maintain faculty workload documentation in collaboration with Faculty Affairs, HR, and leadership to ensure alignment with institutional workload policies.Administrative Support to the Associate DeanManage complex calendar scheduling, meeting coordination, and travel arrangements (including reimbursements).Prepare, draft, and edit correspondence and meeting materials.Attend Academic Programs and Student Services meetings, document key takeaways, and provide follow-up support.Maintain tracking systems for deadlines, deliverables, and project timelines; proactively monitor progress and send reminders as needed.Screen and distribute incoming communications and support day-to-day administrative needs of the Academic Affairs office.Faculty SupportProvide direct support to faculty, including assistance with obtaining desk copies and navigating academic systems.Serve as the Schools primary point of contact for the Course Instructor Survey (CIS) system.Deliver one-on-one and group training (virtual and in-person) to support faculty adoption and ongoing use of the Simple Syllabus platform.General Administrative and Office OperationsMaintain consistent in-office presence to ensure reliable front-office coverage, responsiveness, and operational continuity.Coordinate closely with the Deans Executive Administrative Assistant to ensure coverage for breaks, absences, and high-volume periods.Provide backup administrative support to the Deans Office, including direct support to the Dean as needed to ensure continuity of operations.Organize and maintain electronic and physical records in compliance with records retention policies.Serve as a liaison between candidates, Human Resources, and the Adjunct Affairs team following interviews by:Assisting in guiding candidates through the collection of required HR documentationAssisting in responding to onboarding inquiriesCoordinating submission and tracking of contractual materialsMaintaining organized adjunct records repositoriesData Analysis and Institutional ReportingDevelop and manage datasets related to course offerings, faculty performance, and instructional outcomes.Produce reports to support adjunct reviews, benchmarking, and leadership decision-making.Design and maintain master course data files to improve data accessibility, accuracy, and operational efficiency.