Job Posting Title:

Administrative Associate, Recruitment & Admissions

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Hiring Department:

School of Social Work

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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:

Immediately

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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

About UT Austin: The University of Texas at Austin, founded in 1883, ranks among the 40 best universities in the world with top national programs across 18 colleges and schools. The university is an enduring symbol of the spirit of Texas, driving economic and social progress while serving the city, state, nation and world as a leading center of knowledge and creativity. Our work is inspired by the bold spirit of Texas and our commitment to its people.

About UT Social Work: For more than 75 years, the School of Social Work at The University of Texas at Austin has led Texas in developing leaders and changemakers committed to advancing society through innovative teaching, impactful scholarship and compassionate service.

Learn more about UT Austin’s mission and values, leadership and strategic plan.

Benefits package: 

• 100% employer-paid basic medical coverage 
• Retirement contributions 
• Paid vacation and sick time  
• Paid holidays  
• For more Total Rewards click here

This job description may not be inclusive of all assigned duties, responsibilities, or aspects of the job described. Even if you don't qualify or have specific experience in every facet of this role, we encourage you to apply for any role you're personally interested in and excited to drive positive change.

Purpose

Provides comprehensive administrative support for recruitment and admissions activities for the School of Social Work's Director of Admissions and Director of Recruitment. Serves as a primary point of contact for prospective and admitted students, coordinates recruitment events and admissions processes, maintains recruitment and admissions records and databases and prepares reports. Works under the general supervision of the Director of Admissions and the Director of Recruitment.

Responsibilities

Admissions Support

• Provides primary administrative support to the Director of Admissions for admissions processes for the BSW, MSSW and PhD programs.
• Supports applicants throughout the admissions process by communicating application updates, requesting missing materials, and preparing admission decision letters for distribution.
• Reviews graduate applications to verify completion of required materials and facilitates application workflow by routing files to the appropriate reviewers.
• Maintains confidentiality of applicant records and admissions data.

Recruitment Support

• Provides administrative support to the Director of Recruitment in support of recruitment and enrollment initiatives for the BSW, MSSW, and PhD programs.
• Provides administrative and coordination support for recruitment events, information sessions, orientations, campus visits, and other prospective student engagement activities, including coordinating schedules, securing event space, managing registrations, communicating with attendees and presenters, preparing event materials, coordinating vendors and catering, and supporting on-site event operations.

Communications and Customer Service

• Serves as a primary point of contact for prospective and admitted applicants, providing professional, responsive, and student-centered support via phone, email, and other communication channels.
• Responds to inquiries regarding recruitment events, admissions requirements, application procedures, deadlines, and program offerings; escalates complex or specialized questions to the appropriate staff as needed.
• Assists with the development and updating of recruitment and admissions informational materials.
• Maintains the confidentiality and security of student records and university information in accordance with institutional policies and applicable regulations.
• Contributes to a positive student experience by delivering high-quality customer service and fostering effective communication throughout the recruitment and admissions process.

Data, Reporting, and Administrative Operations

• Maintains recruitment and admissions databases, electronic records, and reporting systems to ensure accuracy, completeness, and data integrity across all platforms.
• Assists with the preparation and distribution of reports related to recruitment, admissions, and enrollment activities, helping to ensure data accuracy and timely access to information.
• Provides administrative support to the Director of Admissions and Director of Recruitment, including processing purchasing, travel and reimbursement requests, and assisting with other administrative transactions in accordance with university policies and procedures.
• Monitors inventory levels for recruitment and admissions materials and coordinates ordering as needed to support departmental operations.
• Ensures compliance with institutional policies, procedures, and record-keeping requirements while supporting efficient and effective administrative operations.
• Performs other duties as assigned in support of recruitment, admissions, and enrollment management goals and objectives.

Required Qualifications

• Bachelor's degree (equivalent combination of relevant education and experience may be substituted as appropriate.)
• Proficiency in MS Outlook, MS Excel, and MS Word.
• Highly detail-oriented individual who can manage multiple tasks with precision and accuracy.
• Superior organizational skills with the ability to coordinate multiple projects simultaneously.
• Excellent written and verbal communication skills.
• Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Bachelor's degree or relevant undergraduate degree.
• Experience with UT Austin policies and processes pertaining to undergraduate and/or graduate students.
• Experience with UT Austin information systems (e.g., EASI, Graduate Worksheet, GCD, Cognos, UT Box, Mainframe, Qualtrics, Zoom).
• Experience supporting recruitment, admissions, event planning, or student services in higher education.

Salary Range

$45,000+ depending on qualifications

Working Conditions

• Standard office conditions.
• Manual dexterity
• Repetitive use of a keyboard at a workstation
• Wear appropriate office attire
• This position is based in Austin, TX and is required to work on campus

Work Shift

• Monday - Friday, 8:00 am - 5:00 pm (in-person)
• Occasional/seasonal evening and/or weekend work.

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.