"Administrative Associate I or II - College for Health, Community and Policy"

Job Description

Location: San Antonio, TX

Regular/Temporary: Regular

Job ID: 13779

Full/Part Time: Full Time

Org Marketing Statement

The University of Texas at San Antonio is a Tier One research university and a Hispanic Serving Institution specializing in cybersecurity, health, fundamental futures, and social-economic transformation. With more than 35,000 students, it is the largest university in the San Antonio region. UTSA advances knowledge through research and discovery, teaching and learning, community engagement and public service, and with an intentional focus on career readiness the university produces more graduates for the workforce than any other institution in the region. It is a catalyst for socioeconomic development and the commercialization of intellectual property — for Texas, the nation and the world. UTSA has been recognized as a Top Employer in Texas by Forbes Magazine. Learn more online, on UTSA Today or on X (formerly Twitter), Instagram, Facebook, YouTube or LinkedIn.

In 2024, the UT System Board of Regents authorized UT System to begin integrating UTSA and UT Health San Antonio into one unified institution, establishing a world-class university that integrates academic, research, and clinical excellence to build a profoundly impactful university of the future. Driven by a vision for growth and impact, this merger will expand capacity to offer robust undergraduate and graduate programs, attract top-tier faculty and staff, develop innovative initiatives, and elevate transdisciplinary research to address the evolving needs of the region.

Posting End Date: Applications will be accepted through 11:59 PM CDT on 8/15/2025.

Salary Range: Up to $42,000/Annualized, commensurate with education, experience and qualifications.

Hours: 40 hours per week, non-exempt.

Required Application Materials:

• Resume is required.
• Cover letter is required.

Essential Functions

Level I

Job Summary

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

Core Responsibilities

• Responsible for the supervision of clerical staff and for supplying dependable and factual information for use by the department administrators.
• Uses initiative and independent judgment to relieve one or more administrators of many routines matters and decisions.
• Composes, types, edits, proofreads and produces in final form correspondence, forms, reports, and other documents.
• Develops and oversees the maintenance of office filing systems. Maintains complex and confidential files for administrators.
• Assists in preparing departmental budgets by gathering and compiling information and making recommendations.
• Collects data from various sources and analyzes for accuracy, completeness, and relevance. Prepares complex, statistical, technical, financial, confidential, and other various reports.
• Initiates paperwork or electronic documents for faculty and staff appointments. Coordinates courses and faculty teaching schedules.
• Supervises clerical staff members. Monitors workload, determines work priority and evaluates job progress.
• Assists with special projects.
• Assists in the annual evaluation of assigned clerical staff.
• Takes a proactive approach to assist co-workers in various tasks, to ensure safety.
• Performs work tasks in a safe manner and under work instructions.
• Performs other duties as assigned.

Level II

Job Summary

The Administrative Associate II works to assist in the supervision and administration of a department and handle various administrative decisions.

Core Responsibilities

• Responsible for supervising clerical staff and administrative planning of internal activities, programs, and special projects. Makes administrative decisions requiring a thorough knowledge of regulations, policies, and procedures.
• Uses initiative and independent judgment to relieve one or more administrators of administrative matters and decisions. Assists administrators in establishing and attaining departmental goals and objectives.
• Plans, organizes and coordinates administrative duties. Supervises and trains clerical staff. Establishes organizational policies, work rules, and operating procedures.
• Assists in preparing departmental budgets by gathering and compiling information and making recommendations. Maintains and monitors budgets and fiscal reports.
• Collects data from various sources and analyzes for accuracy, completeness, and relevance. Prepares complex, statistical, technical, financial, and confidential reports, charts, and graphs.
• Edits memoranda, reports, and proposed publications.
• Acts as a liaison with other departments and agencies regarding inventory control, building services, equipment maintenance and repair, purchasing, safety, and other administrative matters.
• Disseminates important policy and procedure information to faculty and staff.
• Performs annual evaluations of assigned clerical staff.
• Takes a proactive approach to assist co-workers in various tasks, to ensure safety.
• Performs other duties as assigned.

Required Qualifications

Level I & Level II

• High school graduate or equivalent.
• This position requires the ability to maintain the security and integrity of UTSA and its infrastructure.
• At the department's discretion, a Bachelor's degree may be substituted for experience.

Level I

• Four (4) years of increasingly responsible administrative, clerical, or office experience.

Level II

• Six (6) years of increasingly responsible administrative, clerical, or office experience.

Preferred Qualifications

Level II

• Bachelor's degree from an accredited university.

Knowledge Skills & Abilities

Level I & Level II

• Knowledge of current methods and systems of bookkeeping, filing, and purchasing.
• Demonstrated ability to apply knowledge in everyday work situations while utilizing independent judgment.
• Proficiency in the use of English grammar, spelling, and verbal and written communication.
• Demonstrated ability to apply knowledge in everyday work situations while utilizing independent judgment.

Preferred Knowledge Skills & Abilities

Level II

• Advanced knowledge of university and/or public sector organizational structure, policies, rules, and procedures.

Additional Information

• UTSA is a tobacco free campus.
• This is a security sensitive position. Employment is contingent upon a successful background check.
• Applicants selected must be able to show proof of eligibility to work in the United States by time of hire.
• Valid driver's license and Motor Vehicle Record (MVR) as applicable.

Working Conditions

Working Environment:

• Office environment.
• Ability to travel to and from meetings, training sessions, or other business-related events.
• Occasional after-hours and weekend work or overtime may be required.

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 be primarily located on campus. Travel and parking expenses are the employee's responsibility.

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. Women, minorities, people with disabilities and veterans are encouraged to apply. UTSA campuses are accessible to persons with disabilities.