Job Posting Title:
Administrative Associate ----
Hiring Department:
School of Civic Leadership ----
Position Open To:
All Applicants ----
Weekly Scheduled Hours:
40 ----
FLSA Status:
Non-Exempt from FLSA ----
Earliest Start Date:
Nov 02, 2026 ----
Position Duration:
Expected to Continue ----
Location:
UT MAIN CAMPUS ----
Job Details:
General Notes
Established in 2023, the School of Civic Leadership at The University of Texas at Austin is a community of scholars and students dedicated to studying the foundational ideas and institutions of a free society, with the goal of advancing human flourishing. We value independent thought, civil discourse, reasoned deliberation, and intellectual curiosity as we prepare to meet the challenges of the present and sustain the blessings of liberty for future generations.
Upholding the University’s motto—Disciplina Praesidium Civitatis, “Education is the guardian genius of democracy”—we advance The University of Texas at Austin’s mission to achieve excellence in education, research, and public service.
The University of Texas at Austin provides an outstanding benefits package to staff, including:
competitive health benefits, retirement programs, paid leave, professional development opportunities, tuition assistance, and access to University resources and services.
Purpose
The faculty affairs administrative associate provides administrative, operational, logistical, and financial-processing support for Faculty Affairs within the School of Civic Leadership. This role will be the primary point of contact for all faculty administrative requests.
Responsibilities
Provide consistent daily front desk coverage; greet and assist faculty, staff, students, and visitors; respond to inquiries; manage correspondence and scheduling; and route requests appropriately.
Coordinate routine faculty and visitor travel, including collecting traveler information, arranging airfare and lodging, and assisting with travel authorizations and reimbursements.
Support honoraria and guest payments by collecting required documentation, communicating with recipients, and preparing materials for processing.
Serve as backup to the Senior Administrative Associate for faculty purchasing, including books, supplies, and event materials. Assist with Procard reconciliation by collecting receipts and preparing documentation for review.
Maintain Faculty Affairs tracking systems, process Student Associate request sheets, and follow up on outstanding requests.
Update the Faculty Affairs SharePoint page and prepare related event emails under the direction and review of the Senior Administrative Associate for Business Affairs & Faculty Affairs.
Assist with logistics for faculty conferences, job talks, guest visits, and other academic events. Complete assigned tasks related to reservations, catering, materials, setup, hospitality, and on-site support.
Assemble itineraries and visitor packets using established templates, incorporating confirmed schedules, travel details, and other visit information.
Maintain office supplies, organize shared spaces, prepare meeting and visitor areas, and keep contact lists and office procedures current.
Work with SCL staff and University offices to complete routine administrative tasks. Assist with Student Associate workflow and Faculty Affairs projects under the Senior Administrative Associate’s direction.
Perform other related duties as assigned.
Required Qualifications
Bachelor’s degree and at least one year of administrative, program, business, higher education, or related professional experience.
Strong organizational skills with demonstrated ability to manage multiple assignments, deadlines, records, and priorities accurately.
Excellent written and verbal communication skills and ability to interact professionally with faculty, staff, students, visitors, and external partners.
Experience supporting administrative functions such as scheduling, travel, events, purchasing, record-keeping, or similar…