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Senior Administrative Associate, Department of Statistics and Data Sciences

Job Description

Job Posting Title:

Senior Administrative Associate, Department of Statistics and Data Sciences


Hiring Department:

Department of Statistics and Data Sciences


Position Open To:

All Applicants


Weekly Scheduled Hours:



FLSA Status:



Earliest Start Date:



Position Duration:

Expected to Continue





Job Details:


To provide direct customer service and administrative support for daily operations, including HR, financial, travel, event planning and general administrative support for the faculty, students, and staff of the Department of Statistics and Data Sciences (SDS).


  • Human Resources .   Manage and perform all procedures and duties associated with employee lifecycle including assigning instructors, graduate teaching assistants, graduate research assistants, and undergraduate employees; processing human resources documents for employees; and assisting with other human resources related functions such as faculty and postdoctoral fellow recruitment, and official visitors. Stay up-to-date on HR policies and procedures.

  • Budgeting.   Assist the Assistant Director of Administration in managing budgets and keeping accurate financial records by providing monthly accounting reports, managing payroll, handling accounts payable and receivables, reconciling accounts, creating transfer documents and account corrections, and processing payments, deposits, reimbursements, and various vouchers, including ProCard vouchers. Stay up-to-date on University policies and procedures. Ensure easy access to policy and procedural information for staff through communication and documentation.

  • Travel.   Process travel requests and arrange travel and lodging for departmental visitors, faculty, PhD students, and other groups as assigned. 

  • Purchasing.   Support the department's academic, research, and consulting operations by purchasing equipment and software, billing clients, and preparing financial documents and vouchers.

  • General Office Support. Serves as backup for front reception area, answering main line and assisting with mail services, shipping receiving, approving reservations for conference rooms.

  • Other related functions as assigned.

Required Qualifications

Bachelor's degree and three years of clerical experience, including one year of experience at either the Administrative Assistant or the Administrative Associate level, OR high school graduation or GED, and seven years of clerical experience. Excellent communication skills verbal and written. Demonstrated professionalism and good judgment when dealing with others. Ability to interact positively and communicate clearly with supervisor, co-workers, and all constituents, including faculty, staff, and students. Strong attention to detail. Ability to learn and adapt to changing processes. Ability to self-start, set priorities, solve problems, follow through on tasks, and establish processes. Experience tracking expenses and keeping organized records. Experience working with overlapping projects in a dynamic, multi-task environment. Proficiency with computers and Microsoft Office applications.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Experience working in an academic environment with faculty, staff, and students. Experience and familiarity with UT Austin structure, policies, and procedures for business, human resources and administrative functions. Proficient working in Excel, generating numerical summaries and writing reports. Experience using Mac operating system, DocuSign, Outlook, Workday, UT DEFINE and FRMS. Superior communication skills.

Salary Range

$54,000+ depending on qualifications

Working Conditions

  • May work around standard office conditions

  • Repetitive use of a keyboard at a workstation

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.


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.



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]



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.

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