Senior Administrative Associate

Job Posting Title: Senior Administrative Associate ---- Hiring Department: University Unions ---- Position Open To: All Applicants ---- Weekly Scheduled Hours: 40 ---- FLSA Status: Non-Exempt from FLSA ---- Earliest Start Date: Aug 03, 2026 ---- Position Duration: Expected to Continue ---- Location: UT MAIN CAMPUS ---- Job Details: General Notes The Division of Student Affairs is the hub of student life and well-being at The University of Texas at Austin. The team inspires all students to live the Longhorn life through its uniquely designed programs, spaces and resources. They serve every student through physical health, mental health and well-being services; recreational sports; university student union facilities; family orientation and the University's official parent association. The Division supports 1,000+ student organizations; student governance organizations; student outreach, veteran, legal, and disability and access services. The team also provides student employment; leadership, first generation and volunteer programs. Serving under the Division of Student Affairs, the University Unions' mission is to enhance the student experience and enrich campus life by providing cultural, educational, social and recreational programs as well as related goods and services to the campus community. What sets you apart when you join University Unions? As a Longhorn, you'll be working for a globally recognized university. Your work will make a difference in the lives of faculty, staff, and of course, our students! During your time on campus, you will contribute to programs, organizations, and activities that help our students develop a sense of community and provide valuable leadership and career readiness skills that they will carry with them throughout their professional and personal lives. What benefits do I receive with UT? The university offers an impressive benefits package including, but not limited to: Competitive health benefits (employee premiums covered at 100%, family premiums at 50%) Optional Vision, Dental, Life, and Disability insurance options. Generous paid vacation, sick time, and holidays. Teachers Retirement System of Texas, a defined benefit retirement plan. 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 Linkedln Leaming plus professional conference opportunities. Staff tuition assistance once eligible. Expansive employee discount program includin·g athletic tickets. Free access to UT Austin's libraries and museums. Free rides on all UT Shuttle and Austin CapMetro buses. Purpose The Senior Administrative Associate provides advanced administrative support to the Executive Director of University Unions, while also supporting the Advisory Council and other senior staff as needed. This role serves as a liaison with university leaders, campus partners, and personnel from other university departments. The role coordinates executive schedules, meetings, travel, records, budgets, and office operations to support the effective administration of the Executive Director's Office, exercising a high degree of initiative, independent judgment, discretion, and diplomatic acumen. Responsibilities Executive Support, Scheduling & Relationship Management Calendar & Schedule Management: Maintain and manage the Executive Director's calendar, meetings, appointments, and daily activities by evaluating, prioritizing, and escalating scheduling requests as necessary. Communications & Front Office: Greet visitors, answer and screen telephone calls, and independently respond to a variety of administrative requests. Examine, sort, and respond to incoming correspondence. Strategic Alignment: Carry out the Executive Director's vision, foster campus relationships, and positively influence and mentor others.  Meeting & Event Management Event Coordination: Plan, coordinate, and manage all aspects of executive meetings, retreats, special events, and other strategic engagements for the Executive Director. Content Development: Coordinate with attendees and prepare program formats and agendas. Assist with the development of presentation materials, write summaries, and compile necessary data and documentation. Project Management, Research, & Editorial Support Editorial Support: Assist in the editing and distribution process for the Union's annual calendar. Information Gathering: Review various news sources and institutional updates for pertinent information that may impact campus activities and Union’s operations; conduct research and advise on an appropriate course of action on behalf of the Executive Director when situations warrant. Office Systems, Travel, & Financial Coordination Office Procedures: Establish, implement, and coordinate efficient office procedures, annual calendars, timelines, and administrative tracking systems. Financial Monitoring: Handle Pro Cards and Travel Cards. Monitor expenditures, track financial data, and reconcile financial statements against department budgets. Orders and maintains an accurate inventory of office supplies. Travel Management: Perform comprehensive travel management and coordinate all detailed travel arrangements for the Executive Director, senior staff, and visiting guests. HR Workday Functions & Student Mentorship Workday Partnership: Serve as the designated Human Resources partner in Workday, maintaining familiarity with institutional area functions and personnel changes. Student Personnel Management: Hire, train, schedule, and oversee the daily workflows of student employees. Assist in supervising, mentoring, and counseling student staff. Training & Continuity: Provide training and information to office staff to ensure the Executive Director is continuously supported. Maintain effective, compre