Administrative Assistant

Job Posting Title :

Administrative Assistant

Hiring Department :

Office of Graduate Admissions

Position Open To : All Applicants

Weekly Scheduled Hours :

40

FLSA Status : Non-Exempt

Earliest Start Date :

Dec 08, 2025

Position Duration : Expected to Continue

Location : UT MAIN CAMPUS

Job Details : General Notes

Selection made by committee and hiring supervisor based on review of on-line applications and results of personal interviews. Hiring decision contingent upon applicant clearing security background check. Must be eligible to work in the United States on a full-time basis for any employer without sponsorship. Work schedule will be discussed with supervisor.

Purpose

Assist the director and associate directors in organizing and coordinating the daily operations of the Office of Graduate Admissions to ensure timely processing of credentials. Oversee customer needs and provide information for applicants and graduate departments on all platforms. Coordinate reporting functions and provide information and data as needed.

Responsibilities

• Answer general and specific questions regarding application and admissions via telephone and email; respond to emails for several remote mailboxes; EASI authorizations; place and remove conditions on admission; process fee waivers; resolve exceptions for GMAT, TOEFL, and GRE test scores; merge files; resolve 12th and 4th class day exceptions.
• Provide support to the Director in implementing new procedures or changes to current processes while ensuring adequate turnaround is maintained for 40,000 applications.
• Serve as a primary point of contact and liaison with internal / external stakeholders including Graduate Coordinators, maintaining professionalism and discretion.
• Review web sites of all graduate programs for accuracy and to assure that they have latest information.
• Assist in planning and executing department meetings, retreats and events, including logistics such as catering, facilities coordination and materials preparation. Process purchasing, reimbursements and payment requests in compliance with UT policies and procedures.
• Assist with special projects, coordinating across units and ensuring follow-up on action items.
• Serve as backup support for front desk operations, ensuring visitors are directed to the appropriate staff members and / or UT offices on campus for assistance.

Required Qualifications

High school diploma or GED. Three years of directly related experience with complex administrative functions. Demonstrated adaptability, experience working in a team setting, attention to detail, ability to engage, be motivated in the work environment, both strong written and oral communication, and strong interpersonal communication skills. Ability to display tact and professionalism, work cooperatively in the office environment, and provide excellent customer service. Require minimal supervision and use time efficiently. Respond to requests for service and assistance and meet strict deadlines. Exhibit sound and accurate judgment. Demonstrate persistence and overcome obstacles. Ability to take initiative in working both independently and in cooperation with others. Advanced knowledge of Microsoft Office Suite.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor's degree. Proven ability to analyze issues and offer practical solutions. Extensive experience in a position that demonstrated advanced competency in direct customer service, problem solving, process improvement or related job knowledge. Demonstrated organizational ability, negotiation skills, and work under pressure. Experience in identifying and resolving problems in a timely manner. Experience working in a university environment and assisting individuals from various cultures. Strive to continuously build knowledge and skills. Familiarity with University of Texas administrative systems.

Salary Range

$45,000 + depending on qualifications

Working Conditions

Required Materials

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.

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 employment, educational programs and activities, and admissions.

Pay Transparency :

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.

Employment Eligibility Verification :

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

E-Verify :

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university's company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following :

Compliance :

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.