Senior Administrative Officer, President's Office

The University of Texas at San Antonio (UT San Antonio) is a nationally recognized, top-tier public research university that unites the power of higher education, biomedical discovery and healthcare within one visionary institution. As the third-largest research university in Texas and a Carnegie R1-designated institution, UT San Antonio is a model of access and excellence — advancing knowledge, social mobility and public health across South Texas and beyond. UT San Antonio serves approximately 42,000 students in 320 academic programs spanning science, engineering, medicine, health, liberal arts, AI, cybersecurity, business, education and more. With 17,000 faculty and staff, UT San Antonio has also been recognized as a Top Employer in Texas by Forbes Magazine. Learn more online, on UT San Antonio Today or on X, Instagram, Facebook, YouTube or LinkedIn.

Salary Range: Commensurate with education, experience, and qualifications.

Job Type: Full Time

Posting Close Date: Applications will be accepted through 11:59 PM CDT on 10/16/2026. At the discretion of the hiring department, this posting may close once a sufficient number of qualified applications have been received.

Required Application Materials:

• Resume and cover letter are required.

Job Summary

The Senior Administrative Officer provides executive level administrative support to University President, First Lady, and the Director of Special Events & Protocol.  This position handles a range of complex administrative tasks, including the management of university correspondence, and coordinating communications with internal and external stakeholders on behalf of university leadership. The Senior Administrative Officer acts as the primary liaison for managing special projects, executive initiatives, and protocol-related activities. 

Core Responsibilities

1. Provide executive assistant to University President, First Lady, and executive leadership managing a complex executive calendar, coordinating high-priority meetings and engagements, anticipating scheduling needs, and ensuring the President's time is aligned with institutional priorities and strategic objectives.

2. Coordinates executive operations and administrative functions by establishing efficient processes, managing competing priorities, allocating resources, and tracking deliverables to support the goals of the Office of the President.

3. Serves as a primary point of contact for the President's Office, exercising discretion and independent judgment in managing communications, responding to inquiries, and facilitating communication among university leadership, faculty, staff, students, trustees, government officials, donors, and external stakeholders.

4. Manages presidential correspondence and communications, including drafting, reviewing, editing, and coordinating letters, reports, presentations, briefing materials, and other executive-level documents, ensuring accuracy, professionalism, and alignment with institutional messaging.

5. Coordinates executive meetings, events, and special projects, including preparing agendas, briefing materials, meeting logistics, itineraries, and follow-up actions to ensure seamless execution of presidential engagements.

6. Supports presidential initiatives and special projects by coordinating administrative requirements, monitoring progress, tracking milestones, and ensuring timely completion of assigned deliverables.

7. Assists with protocol and ceremonial functions, coordinating official visits, dignitary engagements, presidential events, and special university functions in accordance with institutional protocols and executive priorities.

8. Collaborates with internal and external partners, including executive cabinet and administrative support staff and other university units between academic and health campus, to facilitate executive actions, coordinate priorities, and ensure effective communication and follow-through.

9. Provides guidance and coordination to administrative support staff, assisting with workload management, assignment prioritization, process improvement, and adherence to university policies and procedures.

10. Maintains the highest level of confidentiality, discretion, and professionalism in the handling of sensitive information, executive communications, personnel matters, and institutional business.

11. Performs other duties as assigned in support of the President, First Lady, and the strategic priorities of the Office of the President.

Required Qualifications

• Bachelor's Degree in a related field.

• Five (5) years of related work experience.

• This position may require the ability to maintain the security and integrity of UT San Antonio and its infrastructure per Texas EO-GA-48.

Preferred Qualifications

• Preferred experience supporting a University President, Provost, Chancellor, or executive leadership team within a higher education environment.

• Demonstrated experience managing complex executive calendars, high-level correspondence, travel coordination, and confidential communications for executive leadership.

Knowledge, Skills, and Abilities

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

Working Conditions

• Office environment.  Workdays, areas, and work hours may vary based on the department's needs.  Ability to travel to and from meetings, training sessions or other business-related events.

Physical Demands

• Sedentary work; sitting most of the time.  Jobs are sedentary; if walking and standing are required, only occasionally.  Ability to exert up to 10 pounds of force to lift, carry, push, pull, or otherwise move objects.

This position will work primarily on campus. Travel and parking expenses are the employee's responsibility.

This position is contingent upon a successful background check. Verification of a valid driver's license and Motor Vehicle Record (MVR) may be completed as applicable. Applicants selected 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, it is the policy of The University of Texas at San Antonio to promote and ensure equal employment 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 the Affirmative Action Program in compliance with all government requirements to ensure nondiscrimination.