Administrative Associate

Job Posting

Title:

Administrative Associate

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- Hiring Department:

Curriculum and Instruction

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- Position Open To:

All Applicants

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- Weekly Scheduled

Hours:

40

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- FLSA Status:

Non-Exempt

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- Earliest

Start Date:

Immediately

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- Position Duration:

Expected to Continue Until Sep 30, 2026

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- Location:

AUSTIN, TX

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- Job Details:

Purpose

The Administrative Associate will support the financial manager and program staff in the daily operations and functions of the All In 2024 GEAR UP, All In 2025 GEAR UP, Mindset College Ready GEAR UP, GUIDES GEAR UP, and Reset and Reimagine (R2) GEAR UP grants. The position will also be responsible for entering, supporting, and assisting in auditing match/in-kind data for multiple GEAR UP grants.

Position is expected to start immediately and will end on September 30th, 2026.

Responsibilities

* Enter match/in-kind data for multiple GEAR UP grants. Set up and participate in monthly match/in-kind meetings with Coordinators.

* Arrange travel for employees and non-employees including flight, hotel, and rental car accommodations. Process and track reimbursements for business trips and training sessions for grant staff.

* Draft and edit correspondence, proposals, and reports. Perform administrative duties, including responding to telephone and email inquiries, ordering supplies, and shipping materials.

* Create and track VP2 invoice payments, organize working lunches including creation of Official Occasion Expenses form (OOEF) and payment on VPE, solicit bids, create and process purchase orders (POs), use UT Market purchasing, and coordinate shipping. Review, process, and reconcile invoices from vendors. Ensure sufficient and appropriate funds in accounts and sub-accounts.

* Coordinate logistics for events and staff trainings, including meeting space, hotel arrangements, food, AV, registration, and rooming lists. Register program staff for conferences.

* Assist with organizing in-kind/match supporting documentation such as FAQ pages, procedures, match forms, and manuals.

* Other duties as assigned.

Required Qualifications

* Diploma (High School) or GED and at least 5 years of clerical experience; or Bachelor's degree and at least 1 year of experience at the Administrative Assistant level.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

* Experience currently or previously working at The University of Texas at Austin.

* Prior experience with GEAR UP and/or federal grants.

Salary Range

$50,000 + depending on qualifications

Working Conditions

May work around standard office conditions. Repetitive use of a keyboard at a workstation. Use of manual dexterity.

The position requires accuracy, attention to detail, and a strong commitment to service. Successful candidates will possess excellent organizational abilities and effective oral/written communication skills. This position will require travel to school districts as well as conferences and trainings.

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.

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- 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.

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- 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.

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