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Temporary Senior Administrative Associate - Population Research Center - (UTEMPS)

The University of Texas at Austin
retirement plan
United States, Texas, Austin
101 East 27th Street (Show on map)
Jun 24, 2024

Job Posting Title:

Temporary Senior Administrative Associate - Population Research Center - (UTEMPS)


Hiring Department:

UTemp Pool


Position Open To:

All Applicants


Weekly Scheduled Hours:



FLSA Status:



Earliest Start Date:



Position Duration:

Expected to Continue Until Aug 31, 2024





Job Details:

General Notes

Only competitive applicants selected will be contacted and provided with instructions on the continued application process. This temporary assignment may be filled at any time. Please no phone calls or emails. The projected end date for this assignment is August 31, 2024. This temporary assignment may transition to regular status.


To provide basic to complex administrative support for the Center on Aging and Population Sciences (CAPS).

  • Provide administrative, logistical, and operational support to CAPS. Coordinate in-person and virtual events, including event promotion, room reservations, Zoom management, vendor contracts, organizing travel arrangements, overseeing catering services, and the budget. Manage event registration, assist in planning logistics, communicate with attendees and speakers, coordinate with vendors, and secure needed supplies. Provide on-site and online event support, including but not limited to event setup and breakdown, waitlist admission, and chat discussion monitoring. Deliver exceptional guest service and address any issues that arise during events. Distribute event recordings to stakeholders and post them on the website. Maintain productive relationships with the Population Research Center staff on behalf of CAPS.

  • Provide timely action instructions to PRC staff for honorarium and consultant payments, expense reimbursements, and travel arrangements for affiliates and guests; track and ensure the completion of these instructions. Update data relevant to metrics for reporting to federal and university sponsors, including but not limited to inputting pilot project information into databases, tracking affiliate publications, tracking grant information, maintaining media from Google Alerts and other sources, and monitoring all data and metrics for accuracy. Communications tasks include managing listservs, updating the CAPS website, creating social media posts, assisting with newsletters, and making announcements. Assist with various administrative projects assigned by Directors and Assistant Director.

Required Qualifications

Bachelor's degree and three years of clerical experience, including one year of experience at either the Administrative Assistant or the Administrative Associate level, or high school graduation or GED, and seven years of clerical experience. One year of direct experience creating, coordinating, and executing events of all sizes and levels of complexity. Experience with Microsoft Office Suite, Teams, Canva, Google Workspace, and social media platforms. Demonstrated organizational skills and ability to manage multiple tasks simultaneously to meet deadlines in a timely manner. Possess a solutions-oriented approach with robust problem-solving abilities. Excellent interpersonal, verbal, and written communication skills. Demonstrated ability to use judgment, discretion, and decision-making skills in dealing with confidential and sensitive issues. Demonstrated ability to learn complex University organization, policies, and procedures related to the position.

Preferred Qualifications

Seven years of experience with clerical functions. Experience with database design and/or management. Knowledge of UT business procedures, DEFINE, and university resources. Familiarity with Photoshop or similar design software and social media platforms. Experience working in a research environment.

Hourly Rate


Working Conditions
  • Attire: Business Casual

  • Standard Office Environment, Use of manual dexterity, Repetitive use of a keyboard at a workstation

Work Shift
  • Hours per week - 40

  • The work schedule is from 8:00 a.m. to 5:00 p.m.

Required Materials
  • Resume/CV

  • 3 work references with their contact information; at least one reference should be from a supervisor

Importantfor 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 thatALLRequired 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 questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.


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.


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.


Background Checks:

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


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.


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.


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.



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) [PDF]
  • E-Verify Poster (Spanish) [PDF]
  • Right To Work Poster (English) [PDF]
  • Right To Work Poster (Spanish) [PDF]



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.