Administrative Assistant-C3P

Job Posting

Title:

Administrative Assistant-C3P

Hiring Department: School of Nursing

Position Open To: All Applicants

Weekly Scheduled

Hours:

20

FLSA Status: Non-Exempt

Earliest

Start Date:

Immediately

Position Duration: Expected to Continue

Location: UT MAIN CAMPUS

Job Details

The University of Texas at Austin School of Nursing is seeking an Administrative Assistant for the Center for Clinical and Community Partnerships to provide administrative support to the Director and Assistant Director.

Responsibilities Administrative & Operational Support

• Manage scheduling, calendars, and meeting logistics for center leadership and project teams
• Coordinate communications with clinical and community partners, faculty, and stakeholders
• Maintain organized filing systems (digital and physical) for contracts, proposals, and reports
• Prepare agendas, minutes, and follow-up documentation for meetings

Grant Proposal & Funding Support

• Assist with drafting, formatting, and editing grant proposals and supporting documents
• Track deadlines for grant submissions and reporting requirements
• Compile data, CVs, biosketches, and other required attachments for proposals
• Support budget preparation by gathering quotes, vendor information, and expense estimates
• Maintain a database of funding opportunities and submission history

Community & Partnership Engagement

• Serve as a liaison between the center and community organizations, ensuring timely communication
• Coordinate logistics for community events, workshops, and outreach activities
• Support documentation of partnership activities for reporting and evaluation

Financial & Resource Management

• Process invoices, reimbursements, and purchase orders in alignment with institutional policies
• Track expenditures against grant budgets and provide regular updates to leadership
• Assist with financial reconciliations and reporting

Data & Reporting

• Collect and organize program data for evaluation and accreditation purposes
• Prepare summary reports, presentations, and dashboards for leadership and stakeholders
• Support compliance with AACN Essentials and other accreditation frameworks by maintaining documentation

Event & Program Coordination

• Assist in planning and executing meetings, conferences, and community events (venue, catering, materials, registration)
• Coordinate travel arrangements for staff and visiting partners
• Manage communications and promotional materials for events

Professional Development & Continuous Improvement

• Participate in training related to research administration, compliance, and community engagement
• Suggest process improvements to enhance efficiency and partner satisfaction

Other duties as assigned in support of the School of Nursing.

Required Qualifications

• Diploma (High School) or GED
• Highly organized with exceptional attention to detail
• Strong work ethic and ability to manage competing priorities
• Excellent written and verbal communication skills
• Proficiency with Microsoft Office Suite
• Ability to work independently and collaboratively
• Commitment to professionalism, confidentiality, and community-focused values

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Experience with grant management systems
• Knowledge of community health initiatives and academic-community partnership models
• Strong writing and editing skills for professional and academic documents
• Familiarity with budgeting and financial tracking in higher education or nonprofit settings

Salary Range

$22,000 annual (non‑negotiable)

Working Conditions

• In‑person with occasional remote work based on organizational needs
• Typical office environment
• Repetitive use of a keyboard at a workstation
• Occasional evening or weekend hours may be required

Required Materials

• Resume/CV
• 3 work references with contact information; at least one reference should be from a supervisor
• Letter of interest

Employment Eligibility

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

Retirement Plan Eligibility

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.

Background Checks

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

Equal Opportunity Employer

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…