"Administrative Associate II - Deans Office, Klesse College of Engineering and Integrated Design"

Job Description

Location: San Antonio, TX

Regular/Temporary: Regular

Job ID: 14210

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: Up to $43,000 annualized, commensurate with education, experience, and qualifications.

Job Type: Full Time

Posting Close Date: Applications will be accepted through 11:59 PM CDT on 10/14/2025. 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 is required
• Cover letter is preferred

Job Details

Job Summary

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

Core Responsibilities

1. 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.
2. 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.
3. Plans, organizes and coordinates administrative duties. Supervises and trains clerical staff. Establishes organizational policies, work rules, and operating procedures.
4. Assists in preparing departmental budgets by gathering and compiling information and making recommendations. Maintains and monitors budgets and fiscal reports.
5. Collects data from various sources and analyzes for accuracy, completeness, and relevance. Prepares complex, statistical, technical, financial, and confidential reports, charts, and graphs.
6. Edits memoranda, reports, and proposed publications.
7. Acts as a liaison with other departments and agencies regarding inventory control, building services, equipment maintenance and repair, purchasing, safety, and other administrative matters.
8. Disseminates important policy and procedure information to faculty and staff.
9. Performs annual evaluations of assigned clerical staff.
10. Takes a proactive approach to assist co-workers in various tasks, to ensure safety.
11. Serve as the primary point of contact for faculty, staff, students, and visitors.
12. Answer and direct phone calls and emails to the appropriate personnel
13. Meet and assist walk-in visitors with general inquiries and direct them to the appropriate offices
14. Provide general clerical support, including copying, scanning, and data entry.
15. Schedule meetings, reserve conference rooms, and assist with calendar management for the Klesse Associate Deans.
16. Coordinate activities related to college-hosted events, such as ordering food and managing event setup and takedown.
17. Prepare and distribute internal communications and announcements regarding college-wide events.
18. Maintain the inventory of office supplies and resources.
19. Manage the distribution of mail and shipments within the colleg
20. Keep organized records of transactions, communications, and reports.
21. Ensure compliance with university policies and procedures.
22. Collaborate closely with all college administrative staff.
23. Provide backup support to other administrative associates during their absences.
24. Performs other duties as assigned.

Required Qualifications

• High school graduate or GED.
• Six (6) years of increasingly responsible administrative, clerical, or office experience.
• This position requires the ability to maintain the security and integrity of UT San Antonio and its infrastructure.

Preferred Qualifications

• Bachelor's degree from an accredited university.

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.
• 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

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

Working Conditions

• 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 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.

To view the full job posting and apply for this position, go to https://zahr-prd-candidate-ada.utshare.utsystem.edu/psp/ZAHRPRDADA/EMPLOYEE/UTZ_CG/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=21&JobOpeningId=14210&PostingSeq=1