Administrative Assistant

The University of Texas at Austin is a renowned public research university located at the heart of Austin, Texas. Known for its commitment to excellence in education, diversity, inclusiveness, and innovation, it serves a large and vibrant community of students, faculty, and staff. UT Austin is dedicated to fostering a supportive environment that encourages personal and professional growth among its employees and offers numerous opportunities across various departments. One such department, the Office of Graduate Admissions, plays a crucial role in managing the admission process, ensuring prospective graduate students are properly supported and welcomed throughout their application journey. This office operates with a strong emphasis on customer service, accuracy, and timely processing of credentials and applications.

The University of Texas at Austin is seeking a highly organized and motivated Administrative Assistant to join the Office of Graduate Admissions. This full-time, non-exempt position, scheduled for 40 hours per week, is ideally suited for individuals who thrive in a dynamic office environment and value serving a diverse applicant pool. The successful candidate will be responsible for coordinating daily office operations, providing direct administrative support to the Graduate Admissions Director and team, and acting as a frontline resource for applicants and visitors. This role requires the person to be on-site at the UT Main Campus from 8 a.m. to 5 p.m., Monday through Friday. The salary for this role is competitive, offering an annual rate of $45,000.

As an Administrative Assistant in this capacity, the individual will be entrusted with multiple responsibilities including managing front desk operations by welcoming visitors and directing them appropriately, ensuring that the Graduate Admissions Center is well-organized and prepared each day and maintaining close communication with the building manager on emergency management and facility-related concerns. Additionally, the person will oversee office supplies inventory and facilitate daily mail services. Beyond these logistical duties, the Administrative Assistant will provide essential administrative support such as scheduling meetings, assisting with travel and reimbursement requests, and managing departmental procurement via procard compliance.

The role also encompasses supporting the admissions process directly by responding to inquiries via telephone and email, processing fee waivers and internal departmental transfers, and assisting with evaluating admissions documents and resolving exceptions related to standardized test scores and registration dates. Working in collaboration with colleagues, the Administrative Assistant will contribute to department events organization, communicate effectively with stakeholders, and undertake special projects as directed by leadership. This position is ideal for candidates who demonstrate excellent interpersonal and communication skills, adaptability, attention to detail, and an ability to work efficiently both independently and as part of a team. Furthermore, proficiency in Microsoft Office and experience in managing complex administrative functions are necessary to excel in this function. Preference will be given to candidates with a bachelor’s degree and familiarity with relevant university systems such as Mainframe, DEFINE, and CRM platforms like Slate Technolutions.

Joining the Office of Graduate Admissions at the University of Texas at Austin provides a valuable opportunity to contribute to a respected academic institution while advancing one’s career in a supportive and diverse work environment. Candidates will find themselves in a role where they play an integral part in facilitating students’ educational journeys and ensuring the smooth and effective operation of the admissions office. The position offers stability, potential for growth, and meaningful engagement with multiple stakeholders on a daily basis.