Senior Administrative Associate - Alumni Programs

Org Marketing Statement

The University of Texas at San Antonio is a Tier One research university and a Hispanic Serving Institution specializing in cybersecurity, health, fundamental futures, and social-economic transformation. With more than 34,300 students, it is the largest university in the San Antonio region. UTSA advances knowledge through research and discovery, teaching and learning, community engagement and public service, and with an intentional focus on career readiness the university produces more graduates for the workforce than any other institution in the region. It is a catalyst for socioeconomic development and the commercialization of intellectual property - for Texas, the nation and the world. UTSA has been recognized as a Top Employer in Texas by Forbes Magazine. Learn more online, on UTSA Today or on X (formerly Twitter), Instagram, Facebook, YouTube or LinkedIn.

Posting End Date: This position will remain open until filled. At the discretion of the hiring department, this position posting may close once a sufficient number of qualified applications have been received.

Salary Range: $43,000 annualized, with flexibility, commensurate with education, experience and qualifications.

Hours: up to 40 hours per week, exempt.

Required Application Materials:

• Resume and cover letter required.

Essential Functions

Job Summary

The UTSA Office of Alumni Engagement seeks a highly-organized, proactive, and solution-oriented individual, skilled in communicating effectively with internal and external audiences to serve as a Senior Administrative Associate.

Core Responsibilities

• Oversees the coordination of administrative duties. Supervises, hires, and trains clerical staff and maintains personnel files. Establishes organizational policies, work rules, and operating procedures.

• Serves as back-up to the front office and ensures the office runs smoothly and efficiently; ensures guests feel comfortable & valued; receives, sorts, screens, and distributes all incoming communications appropriately; and assists customers with event registrations and gift donations.

• Serves as a university credit card holder and association credit card holder for pre-approved transactions.

• Acts as the primary inventory contact person to manage property/assets.

• Coordinates travel arrangements for staff; processes expense reports, travel advancements, and reimbursements in a timely manner.

• Processes business, financial, and payroll/personnel-related transactions into the University software system.

• Serves as administrator to the UTSA Alumni Association Board of Directors, duties include but are not limited to; coordinating and executing meeting logistics, maintaining meeting minutes, and monitoring the budget.

• Provides administrative support for the Assistant VP of Alumni Engagement such as but not limited to; processing reimbursements, monitoring credit card statements, and assisting in purchasing.

• Provides administrative support for the Alumni Association Scholarship Program and the Pave the Paseo Brick Campaign.

• Manages the process to prepare and distribute alumni membership cards, life member box fulfillment, acknowledgment letters, recurring gift receipts, year-end gift statements, pledge reminders, and invoices.

• Maintains a high degree of confidentiality and ensures the safety of all confidential and sensitive information this position is privy to.

• Performs other duties as assigned.

Required Qualifications

• High school graduate or GED.

• Nine (9) years of increasingly responsible administrative, clerical, or office experience.

• Additional education may substitute for experience.

• Experience working with Microsoft Office applications including Word, Excel, and PowerPoint.

• Excellent written and verbal communication skills.

• Must be able to work without close supervision; possess strong problem-solving and critical thinking skills with the ability to be resourceful, proactive, and self-motivated.

• Problem-solving skills with the ability to be resourceful and proactive.

• Demonstrated independent decision-making, strong customer service orientation, and excellent organizational and interpersonal skills.

• Ability to effectively prioritize, multi-task, and meet deadlines; capable of coordinating complex projects.

• Aptitude for learning new software and systems.

Additional Information

• UTSA is a tobacco free campus.

• This is a security sensitive position. Employment is contingent upon a successful background check.

• Applicants selected must be able to show proof of eligibility to work in the United States by time of hire.

Working Conditions

Working Environment:

• Office environment.

• Ability to travel to and from meetings, training sessions, or other business-related events.

• After-hours and weekend work is required on an occasional basis.

• 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 be primarily located on campus. Travel and parking expenses are the employee's responsibility.

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. Women, minorities, people with disabilities and veterans are encouraged to apply. UTSA campuses are accessible to persons with disabilities.