Job Posting Title:
Administrative Associate, People Operations
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Hiring Department:
Department of Psychology
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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:
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
What benefits do I receive with UT? The university offers an impressive benefits package. For more details on benefits, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards.
For more information about the College of Liberal Arts, please visit: https://liberalarts.utexas.edu/.
Our college seeks to build a supportive, growth-minded community and cultivate outstanding and courageous leaders. For more information on the college staff leadership academy, please visit: https://liberalarts.utexas.edu/resources-for-faculty-staff/staff-leadership-academy/.
For more information on college staff professional development, please visit: https://wikis.utexas.edu/display/larc/Staff+Professional+Development+Fund.
Purpose
To deliver high-quality administrative and HR support that enables the Director of Department Affairs to effectively manage departmental operations, personnel processes, and student employment, while ensuring alignment with university standards and fostering a well-organized and responsive office environment.
Responsibilities
1. Workday & HR Processing Support
Initiate and manage Workday business processes for faculty, staff, and student positions within the Department of Psychology.Responsibilities include creating and updating job postings, generating offer letters, coordinating background checks, completing I-9 verifications, submitting visa requests, and managing absence tracking and accrual payouts. Maintain costing allocations, timesheet approvals, and performance appraisal tracking. Collaborate with department staff and the Director to process merit increases, salary adjustments, terminations, reclassifications, and reappointments in accordance with university guidelines.
2. People Operations & Policy Guidance
Serve as a primary liaison between the department and university offices such as COLA HR, COLA Finance, Payroll Services, and International Student and Scholar Services. Provide guidance to faculty, staff, and students on departmental policies, university procedures, and HR-related matters.Ensure departmental practices comply with university, state, and federal regulations. Respond to inquiries related to employment policies, benefits, onboarding, and operational updates, and escalate complex issues to Director when needed.
Maintain accurate and up-to-date HR records, including personnel files, supervisory organizations, and organizational charts.Prepare reports and summaries related to staffing, appointments, and other people operations metrics as requested by the Director or university offices.
4. Student Worker Coordination
Hire, onboard, and supervise student employees supporting the Office of the Department Chair. Act as a subject matter expert for student employment processes, providing guidance to other department units.Monitor Workday tasks and ensure timely processing of student appointments, background checks, and employment eligibility documentation. Coordinate with supervisors to ensure accurate and timely submission of student timesheets in compliance with university deadlines.
5. Other Duties as Assigned
Support special projects and perform additional administrative tasks as directed by the Director of Department Affairs. Provide backup support for departmental events and other operational needs as required.
Required Qualifications
High school graduation or GED and five years of administrative experience or Bachelor's degree and at least one year of administrative experience in a professional office setting.
Experience with HR processes, data entry, and document management.
Proficiency with Microsoft Office Suite (Word, Excel, Outlook, Teams).
Familiarity with HRIS systems (e.g., Workday or similar platforms).
Strong written and verbal communication skills.
Ability to work independently to manage multiple tasks, prioritize effectively, and meet deadlines.
Ability to work collaboratively with cross-functional teams and maintain confidentiality.
Customer service oriented with a proactive and professional demeanor.
Equivalent combination of relevant education and experience may be substituted as appropriate.
Preferred Qualifications
Experience working in a higher education or academic department setting.
Prior experience with Workday, especially in HR or finance-related functions.
Knowledge of university policies and procedures related to HR, payroll, and student employment.
Experience supervising student workers or coordinating student employment processes.
Familiarity with visa processing, I-9 verification, and background check procedures.
Ability to interpret and apply institutional, state, and federal HR regulations
Salary Range
$48,000 + depending on qualifications
Working Conditions
- May work around standard office conditions.
- Repetitive use of a keyboard at a workstation.
- Use of manual dexterity.
- Climbing of stairs.
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 into 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:
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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.
People & HR (2)