Administrative Associate – University Risk and Compliance Services

Job Posting Title:

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Hiring Department:

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Position Open To:

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Weekly Scheduled Hours:

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FLSA Status:

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Earliest Start Date:

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Position Duration:

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Location:

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Job Details:

General Notes

Your work will make a difference in the lives of university faculty and staff, thereby enhancing the student experience. If you’re the type of person that wants to know your work has meaning and impact, you’ll like working in our department and for UT Austin. UT Austin provides an outstanding benefits package including but not limited to:

• Competitive health benefits (employee premiums covered at 100%, family premiums at (50%)
• Voluntary Vision, Dental, Life, and Disability insurance options
• Generous paid vacation, sick time, and holidays
• Teachers Retirement System of Texas, a defined benefit retirement plan, with 7.75% employer matching funds
• Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b)
• Flexible spending account options for medical and childcare expenses
• Robust free training access through LinkedIn Learning plus professional conference opportunities
• Tuition assistance
• Expansive employee discount program including athletic tickets
• Free access to UT Austin's libraries and museums with staff ID card
• Free rides on all UT Shuttle and Austin CapMetro buses with staff ID card
• For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards 

Must be eligible to work in the US on a full-time basis for any employer without sponsorship.

Purpose

Reporting to the Executive Assistant to the Chief Compliance Officer, the Administrative Associate provides administrative and operational support to ensure the efficient day-to-day functioning of University Risk and Compliance Services (URCS). This position supports core functions including scheduling, records management, purchasing, and general office operations, and plays a critical role in assisting executive administrative staff and the broader URCS team, including the Privacy Program, the Youth Protection Program, and Institutional Accessibility and Accommodation.

Responsibilities

Administrative Operations:

• Support the Executive Assistant in coordinating daily administrative operations for URCS. Assist with purchasing and reimbursement processes, including travel requests, purchase requisitions, receipt reconciliation, and ProCard transactions. Provide general office support by managing supplies and inventory, coordinating office equipment maintenance and work orders, and preparing materials for meetings and departmental activities.
• Assist in maintaining departmental records, organizing and managing electronic files, and ensuring compliance with established records retention requirements.
• Assist with the implementation of workflows and the ongoing evaluation of processes to support continuous improvement and operational efficiency.
• Serve as backup support during the Executive Assistant’s absence, ensuring continuity of essential administrative operations and services.

Reception, Customer Service & Communications:

• Serve as the receptionist and primary point of contact for URCS by welcoming and directing visitors, coordinating parking validation for official guests, answering and routing incoming calls, taking messages as needed, and monitoring the department’s shared email account.
• Respond to general inquiries received by email, phone, or in person, providing information and assistance as appropriate and directing complex or specialized requests to the appropriate staff member.
• Assist with coordinating meeting and event logistics, including reserving space, scheduling participants, preparing materials, and arranging refreshments, supplies, and other support services as needed.

Compliance, Ethics & Regulatory Support:

• Assist with the intake, tracking, and triage of Compliance and Ethics Hotline and Privacy reports, ensuring timely processing and routing in accordance with established procedures and at the direction of the Executive Assistant.
• Assist with the review, coordination, and response to Open Records Requests, including tracking requests, gathering responsive records, and supporting timely compliance with applicable requirements.

Clery Compliance Program Support:

• Assist with the collection of data and other support functions, as needed, for the Clery Compliance program.

Other related duties as assigned.

Required Qualifications

High School Diploma or GED. Three years of clerical experience, including one year at the Senior Office Assistant level. Experience using Microsoft Office Suite, including electronic calendaring, and Adobe Acrobat. Organizational ability and experience working in a team setting with strong attention to detail. Excellent written and verbal communication skills and strong interpersonal communication skills. Tact, professionalism, and ability to maintain confidentiality in all URCS matters. Ability to work cooperatively in an office environment and provide excellent customer service. Ability to manage multiple tasks simultaneously with minimal supervision and effective time management.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Experience using UT’s preferred platforms, including Workday, DEFINE, DocuSign, and other administrative systems. Extensive experience in roles demonstrating advanced competency in direct customer service, problem-solving, and process improvement. Experience working in a university or higher education environment. Bilingual in English and Spanish.

Salary Range

$45,000 + depending on qualifications

Working Conditions

• May work around standard office conditions
• Repetitive use of a keyboard at a workstation
• Use of manual dexterity

Work Shift

40hrs/week, M-F

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

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.

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Employment Eligibility:

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Retirement Plan Eligibility:

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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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.

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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.

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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.

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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:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

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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.