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 from FLSA

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Earliest Start Date:

Sep 14, 2026

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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

Must be eligible to work in the United States on a full-time basis for any employer.

Purpose

The Admissions Associate is responsible for the comprehensive review, processing, and evaluation of admissions documents. This includes working across multiple systems to process application materials and complete applications and communicating with internal and external stakeholders.

Responsibilities

• Manage high-volume document processing with a high degree of accuracy and attention to detail. Update academic records in Mainframe, Slate and other student information systems Analyze operational reports and distribute relevant information to other team members as needed.
• Respond to inquires from stakeholders (internal and external) related to missing documents, missing qualifications, or other things that may cause an application to be incomplete. Maintain documentation of processes and procedures.
• Support international document processing and evaluation of credits. This can include GPA calculation, transfer equivalencies, course indicators. Assist with the troubleshooting of international records, fixing exceptions, and merging duplicate records.
• Serve as an active member of the processing and operations teams by assisting with additional processes and projects as assigned. This includes, but is not limited to, assisting with admission document processing, communication with applicants, and assist with office wide initiatives.
   

Required Qualifications
Bachelor’s degree and one year of progressively responsible experience in higher education administration. Experience working with international academic documents and related processes. Demonstrated success working collaboratively in a team environment. Demonstrated ability to manage multiple, overlapping priorities and work independently. Excellent written, verbal, and interpersonal communication skills, with a professional demeanor. Demonstrated ability to work accurately and effectively in a fast-paced environment while meeting established deadlines.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications
More than the required amount of relevant experience. Advanced proficiency with Microsoft Office, including Excel, Word, and PowerPoint. Experience using Slate and Cognos. Experience handling sensitive and confidential information. Extensive knowledge of academic programs and admissions policies, processes, and procedures at The University of Texas at Austin. Experience supervising or training staff.

Salary Range

$44,000 + depending on qualifications

Working Conditions

• May work around standard office conditions
• Repetitive use of a keyboard at a workstation

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.