"Administrative Associate I, Alumni Programs"

Job Description

Location: San Antonio, TX
Regular/Temporary: Regular
Job ID: 14497
Full/Part Time: Full Time

Position Information

The University of Texas at San Antonio (UT San Antonio) is a nationally recognized, top-tier public research university that unites the power of higher education, biomedical discovery and healthcare within one visionary institution. As the third-largest research university in Texas and a Carnegie R1-designated institution, UT San Antonio is a model of access and excellence — advancing knowledge, social mobility and public health across South Texas and beyond. UT San Antonio serves approximately 42,000 students in 320 academic programs spanning science, engineering, medicine, health, liberal arts, AI, cybersecurity, business, education and more. With 17,000 faculty and staff, UT San Antonio has also been recognized as a Top Employer in Texas by Forbes Magazine. Learn more online, on UT San Antonio Today or on X, Instagram, Facebook, YouTube or LinkedIn.

Salary Range: Starting at $37,500 annualized, commensurate with education, experience, and qualifications.

Job Type: Full Time

Posting Close Date: Applications will be accepted through 11:59 PM CDT on the listed close date. At the discretion of the hiring department, this posting may close once a sufficient number of qualified applications have been received.

Required Application Materials:

Resume and Cover letter are required

Job Details

Job Summary

The Administrative Associate I assists in the administration of a department and handle routine administrative decisions.

Core Responsibilities

1. Serves as the front desk receptionist and provides administrative support, including greeting visitors, managing inquiries, and maintaining a professional and organized environment.
2. Compiles and prepares financial reports, ensuring accuracy, proper documentation, and coordination with related offices as needed.
3. Executes the fulfillment of online merchandise orders, life membership boxes shipments, digital membership cards and letters.
4. Fields incoming calls, messages, and correspondence, directing them to the appropriate personnel.
5. Serves as the department's cash handler, ensuring that all payments and financial transactions (including cash, checks, and credit card information) are properly recorded, secured, and prepared for deposit.
6. Oversees the recruitment, onboarding, and supervision of student employees, providing guidance and feedback to support effective performance.
7. Maintains office supply inventory and manages departmental equipment and assets, ensuring materials and equipment are organized, functional, and properly tracked, and providing recommendations for purchases as needed.
8. Manages department document workflows and recordkeeping, including creating, routing, and maintaining electronic and hard copy files in compliance with university records retention policies.
9. Serves as credit card holder for authorized departmental and association purchases, ensuring compliance with university policies.
10. Performs other duties as assigned.

Required Qualifications

• High school graduate or equivalent.
• Four (4) years of increasingly responsible administrative, clerical, or office experience.
• At the department's discretion, a Bachelor's degree may be substituted for experience.
• This position requires the ability to maintain the security and integrity of UT San Antonio and its infrastructure.

Knowledge, Skills, and Abilities

• Knowledge of current methods and systems of bookkeeping, filing, and purchasing.
• Demonstrated ability to apply knowledge in everyday work situations while utilizing independent judgment.
• Excellent communication and writing skills.
• Ability to work independently, applying problem-solving, critical-thinking, and proactive decision-making skills.
• Demonstrated independent decision-making, strong interpersonal skills, and excellent organizational abilities.
• Ability to manage multiple tasks, prioritize effectively, meet deadlines, and coordinate complex projects.
• Demonstrated ability to collaborate and communicate effectively with others in a fast-paced environment.

Preferred

• Similar experience working in higher education, fundraising, or with a non-profit organization.
• Knowledge of advancement, development, and/or a related profession.
• Knowledge of a university administrative structure, policies and procedures.

Working Conditions

• Office environment.
• Ability to travel to and from meetings, training sessions, or other business-related events.
• Evening and weekend work is occasionally required to support alumni event and programs. Must be able to travel to and from on- and off-campus event locations.

Physical Demands

• Sedentary work; sitting most of the time. Jobs are sedentary if walking and standing are required, only occasionally.
• Exerts up to 10 lbs. of force occasionally.

This position will work primarily on campus. Travel and parking expenses are the employee's responsibility.

This position is contingent upon a successful background check. Verification of a valid driver's license and Motor Vehicle Record (MVR) may be completed as applicable. Applicants selected must be able to show proof of eligibility to work in the United States by time of hire.

Equal Employment Opportunity

As an equal employment opportunity and affirmative action employer, it is the policy of The University of Texas at San Antonio to promote and ensure equal employment opportunity for all individuals regardless of race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability or genetic information, and veteran status. The University is committed to the Affirmative Action Program in compliance with all government requirements to ensure nondiscrimination.