Senior Administrative Associate - UTIG

Job Posting

Title:

Senior Administrative Associate – UTIG

Hiring Department: Institute for Geophysics

Position Open To: All Applicants

Weekly Scheduled

Hours:

25

FLSA Status: Non-Exempt

Earliest

Start Date:

Jan 12 2026

Position Duration: Expected to Continue

Location: PICKLE RESEARCH CAMPUS

The Institute for Geophysics (UTIG), an organized research unit in the Jackson School of Geosciences, seeks to hire a Senior Administrative Associate. The position is located at The University of Texas J.J. Pickle Research Campus in northwest Austin. Scientists and students at UTIG conduct expeditionary research in Earth Science in all parts of the world, and are also involved in planetary missions and climate modeling.

• Competitive health benefits (employee premiums covered at 100%)
• Voluntary Vision, Dental, Life, and Disability insurance options
• Generous paid vacation, sick time, and holidays
• Hybrid work schedule
• 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 Linked In 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
• Free rides on all UT Shuttle and Austin Cap Metro buses with staff

For more details, see: (Use the "Apply for this Job" box below). and -rewards

Serve as a Senior Administrative Associate for the Institute for Geophysics and provide support in facilities management and procurement.

• Act as the ROC Building Manager and Space Coordinator: monitor appearance and condition of the ROC building, shared spaces and grounds; coordinate maintenance services through UT Facilities; process maintenance requests in the UT Works system; manage annual space usage reporting; support related audits.
• Serve as the Institute EHS Coordinator and Fire Warden: coordinate safety and emergency tasks, permitting requirements and materials disposal.
• Coordinate building access: issue physical keys, manage electronic keyless entry/access system (BACS/Genetec).
• Assist in movement of equipment, furniture, furnishings, office moves and property surplus activities.
• Conduct facilities and procurement activities in support of research, administration and events; serve as departmental procurement card holder; process procurements via , UT Market,  and other appropriate platforms; monitor and coordinate office supply replenishment; manage event site reservation, signage and permitting; assist other staff with event set‑up and teardown; provide backup support to Seminar Series Coordinator.
• Manage departmental vehicle fleet: coordinate maintenance with fleet services; register and report mileage (CARMA and offline); manage UTDRIVER certification program; issue fuel cards and vehicle keys; manage parking permits for authorized UTIG staff and visitors.
• Support the Institute Inventory Associate during annual inventory scanning and certification.
• Serve as alternate/backup receiving representative: notify and distribute deliveries and coordinate with Campus Distribution Services; manage incoming letter mail in the institute mail room.
• Serve as alternate/backup warehouse operations coordinator, assisting the Warehouse Building Manager with receiving shipments, renovations and outbound shipments.
• Other related duties as assigned.

• Bachelor’s degree and at least three years of clerical or administrative experience.
• Strong interpersonal skills and a positive, professional demeanor.
• Outstanding organizational, problem‑solving and time‑management skills with keen eye for detail.
• Ability to lift and move heavy equipment (up to 100 pounds).
• Excellent oral and written communication skills.

• Experience managing a building.
• Experience conducting procurement activities for a university or state agency.

Willingness to complete…