Senior Administrative Associate, Alumni Relations

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 $48,000 annualized, commensurate with education, experience, and qualifications.

Job Type: Full Time

Posting Close Date: Applications will be accepted through 11:59 PM CDT on 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

This Senior Administrative Associate role serves the Alumni Relations Office within the Advancement & Alumni Engagement division. This position will primarily provide comprehensive administrative support to help streamline processes for better productivity and effectiveness, ensuring efficient office operations and exercising independent judgment. This role includes a variety of administrative, financial, and coordination tasks. In this position, the incumbent will adhere to established policies and procedures to complete the tasks. Reporting to the Business Operations Manager, the Senior Administrative Associate ensures that daily operations directly contribute to the departments goals and objectives.

Core Responsibilities

• Manages administrative activities to ensure daily operations within the department or college run efficiently. Identifies areas for improvement in the workflow and processes and provides recommendations to increase efficiency.
• Provides support for human resources-related tasks involving recruitment and onboarding, and ensures a smooth integration process for new employees. Adheres to deadlines set forth by university stakeholders.
• Communicates clearly and ensures all team members are kept informed by relaying messages, updates, and important information.
• Supports departmental/college projects by assisting management with timelines, tracking progress, and ensuring projects align with the main goals.
• Serves as a lead and coordinates the work of other administrative and support staff. Provides guidance, ensures duties are performed correctly, and assists with administrative issues as they arise.
• Supports budget preparation by gathering and compiling information for budget planning. Organizes financial records and data sets for budget reporting.
• Maintains and updates departmental calendars, meeting schedules, and appointments. Communicates any changes promptly to avoid conflicts or confusion.
• Provides administrative support, including drafting correspondence, preparing reports, and performing quality control, such as proofreading and editing documents.
• Performs other duties as assigned.

Required Qualifications

• High School Diploma, Vocational Training, or Apprenticeships in a related field.

• At the departments discretion, a Bachelors degree may be substituted for four (4) years of experience.

• Five (5) years of related work experience.

• This position requires the ability to maintain the security and integrity of UT San Antonio and its infrastructure.

Preferred Qualifications

• Experience maintaining accounting records, preparing financial reports, and managing or approving expenditures across multiple accounts or cost centers.
• Experience supporting and supervising student employees, including onboarding, training, and task coordination.
• Experience supporting board or executive-level meetings, including preparation of materials and on-site coordination of meeting logistics from planning through execution.
• Experience supporting events or working in a fast-paced, event-oriented environment.

Knowledge, Skills, and Abilities

• Microsoft Office Suite
• Documentation & Records Management
• Data Entry
• Call Management
• Calendar
• Management
• Customer Service Management
• Content Design & Development
• Database Management
• Business Process Improvement
• Active Listening
• Software Adaptability

Working Conditions

• Office Environment during normal business hours. Some evenings and weekends will be required for scheduled events and departmental needs. Must be able to support Alumni Engagement events, including occasional schedule flexibility.

Physical Demands

• Sedentary work; sitting most of the time. Jobs are sedentary; if walking and standing are required, only occasionally. Ability to exert up to 10 pounds of force to lift, carry, push, pull, or otherwise move objects.

This position will work both on campus and remotely in Texas. Subject to change depending on department need. 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.