Administrative Associate – University Risk and Compliance Services

Job Posting Title: Administrative Associate – University Risk and Compliance Services ---- Hiring Department: University Risk and Compliance Services ---- Position Open To: All Applicants ---- Weekly Scheduled Hours: 40 ---- FLSA Status: Non-Exempt from FLSA ---- Earliest Start Date: Immediately ---- Position Duration: Expected to Continue ---- Location: AUSTIN, TX ---- Job Details: General Notes Your work will make a difference in the lives of university faculty and staff, thereby enhancing the student experience. If you’re the type of person that wants to know your work has meaning and impact, you’ll like working in our department and for UT Austin. 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 7.75% 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 eligible to work in the US on a full-time basis for any employer without sponsorship. Purpose Reporting to the Executive Assistant to the Chief Compliance Officer, the Administrative Associate provides administrative and operational support to ensure the efficient day-to-day functioning of University Risk and Compliance Services (URCS). This position supports core functions including scheduling, records management, purchasing, and general office operations, and plays a critical role in assisting executive administrative staff and the broader URCS team, including the Privacy Program, the Youth Protection Program, and Institutional Accessibility and Accommodation. Responsibilities Administrative Operations: Support the Executive Assistant in coordinating daily administrative operations for URCS. Assist with purchasing and reimbursement processes, including travel requests, purchase requisitions, receipt reconciliation, and ProCard transactions. Provide general office support by managing supplies and inventory, coordinating office equipment maintenance and work orders, and preparing materials for meetings and departmental activities. Assist in maintaining departmental records, organizing and managing electronic files, and ensuring compliance with established records retention requirements. Assist with the implementation of workflows and the ongoing evaluation of processes to support continuous improvement and operational efficiency. Serve as backup support during the Executive Assistant’s absence, ensuring continuity of essential administrative operations and services. Reception, Customer Service & Communications: Serve as the receptionist and primary point of contact for URCS by welcoming and directing visitors, coordinating parking validation for official guests, answering and routing incoming calls, taking messages as needed, and monitoring the department’s shared email account. Respond to general inquiries received by email, phone, or in person, providing information and assistance as appropriate and directing complex or specialized requests to the appropriate staff member. Assist with coordinating meeting and event logistics, including reserving space, scheduling participants, preparing materials, and arranging refreshments, supplies, and other support services as needed. Compliance, Ethics & Regulatory Support: Assist with the intake, tracking, and triage of Compliance and Ethics Hotline and Privacy reports, ensuring timely processing and routing in accordance with established procedures and at the direction of the Executive Assistant. Assist with the review, coordination, and response to Open Records Requests, including tracking requests, gathering responsive records, and supporting timely compliance with applicable requirements. Clery Compliance Program Support: Assist with the collection of data and other support functions, as needed, for the Clery Compliance program. Other related duties as assigned. Required Qualifications High School Diploma or GED. Three years of clerical experience, including one year at the Senior Office Assistant level. Experience using Microsoft Office Suite, including electronic calendaring, and Adobe Acrobat. Organizational ability and experience working in a team setting with strong attention to detail. Excellent written and verbal communication skills and strong interpersonal communication skills. Tact, professionalism, and ability to maintain confidentiality in all URCS matters. Ability to work cooperatively in an office environment and provide excellent customer service. Ability to manage multiple tasks simultaneously with minimal supervision and effective time management. Relevant education and experience may be substituted as appropriate. Preferred Qualifications Experience using UT’s preferred platforms, including Workday, DEFINE, DocuSign, and other administrative systems. Extensive experience in roles demonstrating advanced competency in direct customer service, problem-solving, and process improvement. Experience working in a university or higher education environment. Bilingual in English and Spanish. Salary Range $45,000 + depending on qualifications Working Conditions May work around standard office conditions