The University of Texas at Austin Senior Administrative Associate - Office Manager - Texas Parents in Austin, Texas

Senior Administrative Associate - Office Manager - Texas Parents

Hiring department

Texas Parents

Monthly salary

$3,750+ depending on qualifications

Hours per week

40.00 Standard from 800AM to 500PM

Posting number


Job Status Open

FLSA status Non-exempt

Earliest Start Date 04/01/2018

Position Duration Funding expected to continue

Position open to all applicants

Location Austin (main campus)

Number of vacancies 1

General Notes

Additional overtime hours may be required during peak times. Occasional evening, weekend and holiday work required. Adhere to division's Vision, Mission and Values, Communication Credo and Performance Standards. Regular and punctual attendance at the workplace required. Position is classified non-exempt.

Required Application Materials

  • A Resume is required in order to apply

  • A Letter of Interest is required in order to apply.

  • A List of 3 References is required in order to apply.

Additional Information


Manage the business aspects of the department's operation including, but not limited to, accounting and budgetary systems, records retention, student staff supervision, and coordination of the brick paver program. Management will focus on streamlined procedures and fluid day-to-day operations.

Essential Functions

Perform office management, coordinating workflow and ensuring streamlined office procedures and fluid day-to-day operations. Be responsible for phone systems, office equipment, supply orders, maintenance requests, etc. Maintain internal and external timeline document. Maintain, order and inventory stock for member benefits and Longhorn Family t-shirts. Oversee the records retention process for the office. Perform accounting clerical procedures and budgets for the department. Process entertainment expense forms, purchasing and telephone quote sheets, invoicing, and cash handling. Enter and maintain accurate data in budget books, and perform reconciliations. Coordinate travel requests and reimbursements, and vendor payments. Supervise and provide leadership to the student office staff. Hire, train, schedule, evaluate and mentor students. Verify and approve time sheets and track wage expenditures. Responsible for the execution of the brick paver gift cycle: process gifts and donations, communicate gift acknowledgements to donors, obtain and confirm engraving instructions from donors, secure brick order and ensure vendor accuracy with all engraving instructions, coordinate installment of bricks with Facilities, complete reconciliations according to institutional policies and procedures, and coordinate stewardship correspondence with donors. Oversee cycle for Texas Parents member benefit of mail and package delivery including, but not limited to, electronic request-to-ship form audit, log-in packages upon arrival, contact student for pick-up, and complete necessary steps to transfer package/mail into student's possession. Provide administrative support to the Texas Parents Director including, but not limited, taking meeting notes, organizing meeting materials and preparing weekly staff meeting agendas. Perform other general clerical responsibilities as necessary (ex: tracking mail campaigns, tracking student death notices, etc.). Keep Director apprised as necessary. Maintain a high degree of accuracy, flexibility and professionalism, and exercise a high level of discretionary effort in all phases of work. Quickly assess indistinct situations and determine the best course of action. Know when to function independently, and when to involve other Texas Parents staff members. Serve as a contributing staff member in a team-centric and collaborative environment, functioning capably in a dynamic, fast-paced and growing office. Substitute for other staff as necessary. Keep abreast of current events as they pertain to students and their families. Perform other duties as assigned.

Marginal/Incidental functions

Other related functions as assigned.

Required qualifications

High School graduation or GED. Seven years of clerical experience. Experience performing complex administrative functions. Ability to provide a high level of customer service. Experience managing a heavy workload and consistently meeting deadlines. Ability to work independently and effectively coordinate the workflow of a very busy office. Excellent written and verbal communication skills. Demonstrated accuracy, organizational skills and positive attitude. Ability to pay great attention to details and learn quickly. Ability to problem solve, think critically, and consistently exercise a high degree of discretionary effort. Ability to mentor and provide leadership to students. Ability to work effectively in a shared space environment with frequent interruptions. Proficient computer skills, including Microsoft Office. Equivalent combination of relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor's degree. Direct experience related to the essential functions of the position, including office management, budget, accounting and/or reconciliation experience. Work experience at The University of Texas at Austin. Bilingual in English and Spanish. Knowledge of student programs, organizations and activities at The University of Texas at Austin. Knowledge of UT Austin's offices, structure, policies and procedures, history and traditions. Experience using iPhoto, FileMaker Pro, Convio, and The University's DEFINE and VIP systems.

Working conditions

May work in all weather conditions

May work in extreme temperatures

May work around chemical fumes

May work around standard office conditions

Repetitive use of a keyboard at a workstation

Use of manual dexterity

Lifting and moving

Exposure to alarms, large crowds, construction and associated noise. Work under stress, under deadlines, as a team member, independently, in shared office space, with interruptions and with overlapping projects.

A criminal history background check will be required for finalist(s) under consideration for this position.

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.

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.

If hired, you will be required to complete the federal Employment Eligibility Verification form, I-9. You will be required to present acceptable, original documents to prove your identity and authorization to work in the United States. Information from the documents will be submitted to the federal E-Verify system for verification. Documents must be presented no later than the third day of employment. Failure to do so will result in dismissal.

UT Austin is a Tobacco-free Campus