Senior Administrative Associate

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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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Job Details:

Part of the Office of Academic Affairs, the mission of the Office of Academics and Curriculum is to streamline and enhance academic processes across UT, ensuring that all academic programs meet state and University-wide standards and that they align with our institution's commitment to produce leaders equipped with a broad, foundational education.

Central to our mission is administration of the University's general education courses, including the University's Core Curriculum courses and the Skills and Experience Flags. Also central to our mission is supporting curriculum management, assessment and evaluation, University accreditation, University testing services and performing research on curricula and student engagement, which are all integral to the academic success and continuous improvement of our University.

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

This position is responsible for supporting the Office of Academics and Curriculum's activities related to general education programming, including communications with students, faculty and staff as well as daily unit operations. Key duties include course scheduling support for courses carrying core and flag designations, coordinating meetings, events and internal processes, managing website updates, and providing light administrative support to Director of Curriculum and Academic Administration and unit staff. The role also involves providing exceptional customer service, managing procurement and financial processes, and assisting with contracts, travel, and expense reconciliation, as needed. Overall, this position works closely with the Director to ensures the efficient execution of unit activities.

To learn more about the Office of Academics and Curriculum, please visit: https://provost.utexas.edu/the-office/academic-affairs/academics-and-curriculum/

• Curriculum management and course scheduling support: Maintain accurate records in the Flag proposal system. Monitor the course schedule and course inventory changes for accuracy of courses carrying core and flag designations. Coordinate with the Registrar's Office and departmental course schedulers to ensure that course designations are correctly applied. Conduct information sessions for course schedulers. Provide curriculum management support for the Core, Flags and undergraduate curriculum change approvals as needed.

• Communications: Serve as the initial point of contact for communications with faculty, staff, and students about Flags, including managing the Flags email accounts and Flags lists and rosters. Coordinate the office calendar for the Flags and Core staff, ensuring that communications, assessment, proposal deadlines, and other functions are happening on time. Proactively maintain the Flags and Core sites, performing edits and ensuring that information is accurate and up-to-date.(Enter Responsibilities here without percentages)

• Support for faculty committee functions and proposals: Provide scheduling, materials preparation, and meeting coordination support for committees overseeing the flags. Serve as the point of contact for faculty communications about the proposal process.

• Coordination for in-person and virtual events: Plan and coordinate logistics, room reservations and facilities services, materials, and refreshments for Flags and Core, including pedagogy retreats and workshops, and visiting speakers, among other events. Facilitate and support virtual events using Zoom and other applications.

• Assessment and data support: Perform data gathering and analysis related to Flags capacity and assessment functions, including analyzing seats taken in Flagged courses and Flags taken at graduation by college and major, organizing materials for departmental syllabus reviews, and managing large-scale student surveys. Support data validation efforts in the Core/Flags data dashboards, and support communication about the dashboards with users outside of the Core/Flags team. Research other data and assessment questions as assigned

• General administrative support and other functions as assigned: Provide general administrative support for the Flags, Core Curriculum, and the Director of Curriculum and Academic Administration as assigned. Serve as an active member of the Flags and Coreteams, contributing to planning, communication, and other activities. Other related functions as assigned.

• Budget and expenditures: Manage purchasing for Curriculum Management and Academic Administration team. Coordinate with the Academic Affairs CBS team on account reconciliation, financial reporting, awards processing, and memos for funds transfers across units.

• Demonstrated commitment to providing excellent customer service and relationship management.

• Effective communication skills and ability to work independently as well as collaborate in a team-oriented environment.

• Previous success managing multiple projects, assessing work priorities, and meeting project deadlines.

• Demonstrated proficiency in organizing and recording data.

• Demonstrated ability to exercise a high degree of initiative and judgment.

• Proficiency with software, especially MS Word, Excel, Teams, Outlook, Zoom, and comfort learning new technologies.

• Bachelor's degree and three years of experience supporting a sizable department with a large volume of highly complex decisions.

Relevant education and experience may be substituted as appropriate.

• Experience working in higher education

• Experience working with students, faculty, and staff at UT Austin and/or at a university in Texas.

• Two years experience with course scheduling at UT Austin.

• Knowledge of UT Austin systems and processes as well as course offerings and degree plans.

• Demonstrated commitment to undergraduate education requirements, including assessment related to undergraduate curriculum quality.

$50,000

• Work performed in a standard office environment

• Letter of interest
• Resume
• Three professional work references with their contact information including email addresses; at least one reference should be from a supervisor.

Importantfor 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 thatALLRequired 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 questionspresented 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) [PDF]
• E-Verify Poster (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.