Administrative Associate, Communication Studies, Moody College of Communication

Job Posting

Title:

Administrative Associate, Communication Studies, Moody College of Communication

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- Hiring Department:

Department of Communication Studies

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- Position Open To:

All Applicants

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- Weekly Scheduled

Hours:

20

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- FLSA Status:

Non-Exempt

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- Earliest

Start Date:

Immediately

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- Position Duration:

Expected to Continue

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- Location:

UT MAIN CAMPUS

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- Job Details:

General Notes

This is a part time, 20 hours per week, benefits eligible position. It is not hybrid.

Purpose

The Administrative Associate will assist the department of Communication Studies with various administrative duties to help the team operate at peak efficiency.

Responsibilities

Administrative & Operational Support

* Coordinate communications with department and faculty, and stakeholders.

* Maintain organized filing systems (digital and physical).

* Maintain biannual record retention.

* Maintain annual inventory.

* Assist with various faculty reviews, award submissions and promotion/tenure processes.

Financial & Resource Management

* Process invoices, reimbursements, and purchase orders in alignment with institutional policies.

* Track expenditures against budgets.

* Assist with financial reconciliations and reporting.

Event & Program Coordination

* Assist in planning and executing meetings, conferences, and community events (venue, catering, materials, swag, registration, facilities, room reservations.).

* Coordinate travel arrangements campus visitors.

* Manage communications and promotional materials for events.

Professional Development & Continuous Improvement

* Participate in training related to research administration, compliance, and community engagement.

* Perform related duties as required.

Required Qualifications

* Diploma (High School) or GED

* 3-5 years of administrative experience

* 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

* Bachelor's Degree with three years of relevant experience

* Experience with UT mainframe application and web modules. Excellent oral and written communication skills.

* Demonstrated creative and analytical thinking

* Experience with databases and working with confidential information

* Extensive experience using Excel and Adobe Acrobat software and comfortable with other software applications

* At least 2-3 years of experience at UT-Austin

Salary Range

$23.95/hour + depending on qualifications

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 event activities.

Required Materials

* Resume/CV

* 3 work references with their contact information; at least one reference should be from a supervisor

* Letter of interest

Important for applicants who are NOT current university employees or contingent workers:
You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded.

Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers:
As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application.

The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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- 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.

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- 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.

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- Background Checks:

A criminal history background…