Administrative Associate, Department of Computer Science - College of AI, Cyber and Computing

Job Summary

The Administrative Associate supports staff and faculty to ensure smooth office operations for the Department of Computer Science. This role involves performing a range of administrative, financial, and coordination tasks while following established policies and procedures. Some independent judgment is required to manage daily responsibilities effectively.

• Perform a variety of administrative tasks to ensure daily operations run efficiently and provide proactive feedback to improve workflow.
• Support new employees with onboarding and workstation setup; serve as a point of contact for new hires and coordinate with People Excellence and other departments so new employees have necessary resources.
• Act as the first point of contact via phone and email; assist with planning and execution of internal and external stakeholder engagement and ensure information is shared through appropriate channels.
• Support departmental projects by handling administrative responsibilities, including research, preparing presentations, and organizing documents.
• Provide support and backup to other administrative or support staff to maintain business continuity.
• Assist with departmental budget management by gathering data, maintaining accurate financial records, and performing related data entry.
• Manage calendars to organize meetings, schedules, and daily appointments.
• Process travel requests, travel and expense reimbursements, purchasing, contracts and service agreements, and other departmental duties.
• Other duties as assigned.

• High School Diploma, Vocational Training or Apprenticeship in a related field.
• Three (3) years of related work experience.
• Ability to maintain the security and integrity of UT San Antonio and its infrastructure per Texas EO-GA-48.

• Two (2) years of experience with processing travel requests and reimbursements, purchasing, contracts/agreements, budget management, and other areas of fiscal administrative duties.

• Microsoft Office Suite
• Documentation & Records Management
• Data Entry
• Call Management
• Calendar Management
• Customer Service Management
• Database Management
• Business Process Improvement
• Active Listening

• Office environment; workdays, areas, and hours may vary based on department needs.

• Sedentary work; sitting most of the time. Ability to exert up to 10 pounds of force to lift, carry, push, pull, or move objects.

This position will work primarily on the UT San Antonio Downtown campus. Travel and parking expenses are the employee’s responsibility. Verification of a valid driver’s license and Motor Vehicle Record (MVR) may be required. Applicants must be able to show proof of eligibility to work in the United States by time of hire.

Equal Employment Opportunity As an equal employment opportunity and affirmative action employer, UT San Antonio promotes equal opportunity for all individuals regardless of race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability or genetic information, and veteran status. The University is committed to an Affirmative Action Program in compliance with government requirements to ensure nondiscrimination.