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:

The Human Resources department serves as a strategic partner by providing professional and organizational human resource solutions to the campus that attract, engage and develop employees. For more information on the Human Resources department, please visit: https://hr.utexas.edu/

You'll be working for a university that is internationally recognized for our academic programs and research. UT Austin provides an outstanding benefits package including but not limited to:

• 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
• For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards

Must be authorized to work in the United States on a full-time basis for any employer without sponsorship.

The Administrative Associate reports directly to the Director of the Human Resources Service Center (HRSC) and plays a key role in supporting both the Director and the HRSC team. This position is essential to ensuring the smooth operation of daily administrative functions, front desk management, and internal coordination within the HRSC. The role supports a flexible work schedule, allowing for remote work one day per week, while maintaining in-person collaboration to ensure seamless front desk coverage and operational support.

As a primary point of contact for staff, visitors, and external inquiries, the Administrative Associate provides professional and responsive service, manages logistical tasks, and oversees critical office functions. The role includes responsibility for coordinating departmental events, maintaining personnel records, processing requests, and supporting compliance with HR policies and procedures. This individual will independently manage administrative workflows, handle sensitive information, and contribute to ongoing process improvements that enhance team efficiency.

The ideal candidate will demonstrate exceptional organizational skills, the ability to prioritize multiple tasks, and a solid understanding of human resources operations. This position offers the opportunity to work collaboratively in a dynamic, team-oriented environment, providing valuable support to HR leadership and contributing to the HRSC's overall success.

• Serve as the primary point of contact for lobby operations. Ensure a professional and welcoming environment. Manage lobby setup and visual displays. Handle voicemails, ServiceNow tickets, and general inquiries. Escalate urgent requests to the Director or specialized teams as needed.
• Provide administrative support to the Director and Team lead staff. Research, compile, and organize data for projects and programs. Draft correspondence, format documents, and prepare presentations. Respond to ad hoc requests from senior leadership.
• Compile and distribute weekly ServiceNow reports. Troubleshoot system bugs and report to senior staff. Recommend process improvements in collaboration with Central HR. Manage shared calendars, listservs, and personnel records. Oversee office supply inventory, equipment maintenance, and facility service requests through UT Works.
• Maintain open records request tracking. Respond to state employment verification requests. Track performance management processes. Ensure HR-required postings are current and compliant with TX Department of Public Safety standards.
• Plan and coordinate department retreats and special events. Manage logistics, schedules, and vendor relations. Prepare materials and ensure smooth execution of events.
• Coordinate interview scheduling and applicant tracking. Assist with employee onboarding and offboarding tasks. Grant system access and manage notary applications.

Strong organizational and administrative skills with the ability to manage multiple tasks simultaneously. Proficiency using HRIS systems such as Workday, ServiceNow (or other ticketing platforms), Define, and WORQS preferred. Exceptional communication and interpersonal skills to interact with various internal and external stakeholders. Ability to independently prioritize tasks, exercise sound judgment, and escalate issues when necessary. Experience coordinating events or retreats, including managing budgets and logistics. Strong attention to detail with the ability to create reports, presentations, and documentation accurately.

Relevant education and experience may be substituted as appropriate.

• Bachelor's degree in human resources administration or a related field, and two (2) years of relevant work experience, or six (6) years equivalent combination of education and related experience.
• Familiarity with current federal and state laws, pertaining to human resources.
• Four years of relevant work experience. Experience working within higher education faculty, academic and professional positions. Knowledge of academic personnel lifecycle and Human Resources functions. Experience working with PeopleAdmin or similar ATS systems.
• Experience working with Personal Action Forms (e-forms) or similar transactional processes.
• Experience in a human resources or university setting. Some familiarity with HR technology and processes.
• Notary public certification or willingness and ability to obtain certification.
• Fluent Spanish speaker preferred.

$45,000 + depending on qualifications

• Standard office environment
• Primarily office-based with an option to work remotely one day per week, in alignment with team scheduling and operational needs.
• Regular in-person collaboration with HRSC team members and leadership to ensure seamless front desk coverage and operational support.
• Must be available during core business hours to provide consistent lobby coverage and address time-sensitive requests.
• Occasional evening or weekend hours may be required for events, retreats, or special projects.
• Fast-paced, team-oriented environment requiring adaptability and the ability to manage shifting priorities.

• Compressed work week - This position will operate on a four-day workweek schedule

• 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) [PDF]
• E-Verify Poster (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.