Administrative Associate - Office of Admissions

Job Posting Title:

Administrative Associate - Office of Admissions

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Hiring Department:

Enrollment Management

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Non-Exempt

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Earliest Start Date:

Aug 01, 2025

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

Our goal is to recruit and support staff and students with a wide range of backgrounds, ideas and viewpoints. Must be eligible to work in the United States on a full-time basis for any employer.

Position Purpose

To perform clerical functions related to the processing of admissions applications and documents to include fixing and merging records, processing of supporting credentials, entering college coursework, and other duties as assigned. 

Responsibilities

• Assist in coding/logging paper high school transcripts.

• Assist in verifying uploaded high school transcripts.

• Responsible for fixing on-line exceptions for electronic high school transcripts.
• Responsible for entering new high school courses in our database from our electronic high school transcript report, T90 in mainframe.
• Assist in checking Cognos and Slate queries to update data in our systems, such as high school codes and mode of admission.
• Assist in coding, logging, and verifying college transcripts.
• Assist in helping transfer evaluators post coursework from Texas colleges and universities.
• Responsible for fixing on-line exceptions (data mismatch) for freshman applications, essays and SAT/ACT test scores.

Required Qualifications

High school graduation or GED.  7 years of experience with clerical functions.  Experience using a personal computer.  Experience using word processing and spreadsheet software (Microsoft Word and Excel).  Demonstrated speed and accuracy in typing. 

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor’s degree.  3 years of clerical experience. Extensive experience with Microsoft Office (Excel, Word, PowerPoint) and Slate. Experience using Cognos. Experience working with sensitive and confidential materials. Extensive familiarity with academic programs and admissions processes and procedures at UT Austin. Demonstrated success in collaborating with others in a team environment. Demonstrated ability to manage multiple overlapping projects, and to work independently. Demonstrated excellent written and verbal interpersonal communication skills and professional demeanor. Demonstrated ability to work in a fast-paced work environment under the pressure of deadlines.

Salary Range

$40,000

Working Conditions

• May work around standard office conditions
• Repetitive use of a keyboard at workstation
• Must work on-site three days a week, and may work from home the other 2 days
• Must have reliable home internet and approved teleworker agreement

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.

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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.

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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.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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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.

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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.

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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.

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E-Verify:

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 and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

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Compliance:

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.