Administrative Associate or Senior Administrative Associate, College of Liberal and Fine Arts Dean'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:

Administrative Associate: Up to $44,650 annualized, commensurate with education, experience, and qualifications.

Senior Administrative Associate: Up to $51,300 annualized, commensurate with education, experience, and qualifications.

Job Type: Full Time

Posting Close Date: Applications will be accepted through 11:59 PM CDT on 11/3/2026. 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

Administrative Associate

The Administrative Associate is responsible for supporting staff and faculty to ensure smooth office operations. This position involves performing a range of administrative, financial, and coordination tasks while following established policies and procedures. This role requires some independent judgment to manage daily responsibilities effectively.

Senior Administrative Associate

The Senior Administrative Associate provides high-level support to staff and faculty, ensuring efficient office operations and exercising independent judgment. This role includes a variety of administrative, financial, and coordination tasks. The Senior Administrative Associate ensures that daily operations directly contribute to the college's goals and objectives.

Core Responsibilities

Administrative Associate

1. Performs a variety of administrative tasks to ensure daily operations run efficiently. Provides proactive feedback to improve workflow.

2. Provides support to new employees and assists with onboarding and workstation setup. Serves as a point of contact for new hires. May coordinate with People Excellence and other departments so new employees have the necessary resources.

3. Acts as the first point of contact, answering phone calls and emails. May help plan and execute internal and external stakeholder engagement, ensuring information is shared through appropriate channels.

4. Supports departmental projects by handling administrative responsibilities, including conducting research, preparing presentations, and organizing documents.

5. Provides support and backup to other administrative or support staff, including students, to maintain business continuity.

6. Assists with departmental budget management by gathering data, maintaining accurate financial records, and performing related data entry.

7. Processes financial related transactions, including purchasing, travel, inventory management, accounting (posting and reconciling), and project scheduling.

8. Acts as liaison between departments and internal or external customers; interacts with clients by telephone, electronically, or face to face to identify and support their transactional needs/requirements; proactively engages customers through reporting and personal responses.

9. Manages calendars to organize meetings, schedules, and daily appointments.

10. Performs other duties as assigned.

Senior Administrative Associate

1. Manages administrative activities to ensure daily operations within the department or college run efficiently. Identifies areas for improvement in the workflow and processes and provides recommendations to increase efficiency.

2. Communicates clearly and ensures all team members are kept informed by relaying messages, updates, and important information.

3. Supports college projects by assisting management with timelines, tracking progress, and ensuring projects align with the main goals.

4. Serves as a lead and coordinates the work of other administrative and support staff, including students. Provides guidance, ensures duties are performed correctly, and assists with administrative issues as they arise.

5. Processes financial related transactions, including purchasing, travel, inventory management, accounting (posting and reconciling), and project scheduling.

6. Supports budget preparation by gathering and compiling information for budget planning. Organizes financial records and data sets for budget reporting.

7. Maintains and updates departmental calendars, meeting schedules, and appointments. Communicates any changes promptly to avoid conflicts or confusion.

8. Provides administrative support, including drafting correspondence, preparing reports, and performing quality control, such as proofreading and editing documents.

9. Acts as liaison between departments and internal or external customers; interacts with clients by telephone, electronically, or face to face to identify and support their transactional needs/requirements; proactively engages customers through reporting and personal responses.

10. Performs other duties as assigned.

Required Qualifications

Administrative Associate

• High School Diploma.

• Three (3) 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.

Senior Administrative Associate

• High School Diploma.
• 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

• Experience in higher education
• Experience with UT San Antonio ERP systems.

Knowledge, Skills, and Abilities

Both levels

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

Working Conditions

• Office Environment. Workdays, areas, and work hours may vary based on the department's needs.

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.