Administrative Associate I, Alumni Relations

Location: San Antonio, TX
Regular/Temporary: Regular
Job ID: 12839
Full/Part Time: Full Time

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 35,000 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.

In 2024, the UT System Board of Regents authorized UT System to begin integrating UTSA and UT Health San Antonio into one unified institution, establishing a world-class university that integrates academic, research, and clinical excellence to build a profoundly impactful university of the future. Driven by a vision for growth and impact, this merger will expand capacity to offer robust undergraduate and graduate programs, attract top-tier faculty and staff, develop innovative initiatives, and elevate transdisciplinary research to address the evolving needs of the region.

Posting End Date: Applications will be accepted through 11:59 PM CDT on 12/8/2024. At the discretion of the hiring department, this position posting may close once a sufficient number of qualified applications have been received.

Salary Range: $35,000 with flexibility annualized, commensurate with education, experience and qualifications.

Hours: up to 40 hours per week, non-exempt.

Required Application Materials:

• Resume and Cover letter are 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 an Administrative Associate I. Specific responsibilities include, but are not limited to:

Core Responsibilities

• Serves as the front desk receptionist for the Office of Alumni Engagement and ensures front office runs smoothly and efficiently by opening and closing the office daily, ensuring coverage of front desk during business hours and maintaining a tidy and presentable front desk with necessary materials (pens, forms, letterhead etc.).
• Responsible for the first impression our organization makes, as the "face" of Alumni Engagement. Ensure guests and visitors feel comfortable & valued while on our premises.
• Receives, sorts, screens, and distributes all incoming communications appropriately, including phone calls, voice messages, mail, and emails to the association.
• Serve as cash handler for any cash, checks, product, or credit card information received. Ensures all these assets are appropriately recorded and secured, and prepare for the weekly deposit summit. Transactions include but not limited to membership purchases, event registration, sponsorships, donations, in-kind products etc.
• Supervise our work-study students, which includes but not limited to requesting position with the UTSA Work-study Program, posting vacant positions on Handshake, selecting the appropriate candidate after interviews, onboarding the student to office and job duties, approving timesheets in a timely manner, and ensuring duties assigned have been completed efficiently and accurately.
• Monitor office supplies, ensure supply closet is kept organized and tidy, and place orders when necessary.
• Serve as DocuSign "author" role for our department, keep updated records and files, and ensure all hard copy files follow UTSA's records retention schedule.
• Compile and prepare all income reports from various platforms, ensure all reports have appropriate documentation and information for data entry, track all reports in project management software and assist Gift Services with any issues or questions regarding these reports.
• Serve as a university credit card holder and association credit card holder for pre-approved transactions.
• Act as the secondary inventory contact person to manage property/assets within our department. Ensure equipment is in working order and provide recommendations for surplus of equipment and budget acquisitions.
• Execute fulfillment of online merchandise orders, life membership boxes shipment, digital membership cards and letters.
• Performs other duties as assigned.

Required Qualifications

• High school diploma or GED.
• Four years of increasingly responsible administrative clerical, or office experience. Additional education may substitute on a one for one basis.
• Excellent communication and writing 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.
• Demonstrated independent decision-making, strong customer service orientation, and excellent organizational and interpersonal skills.
• Use of standard office equipment, including a standard personal computer.
• Aptitude for learning new software and systems.
• Ability to effectively prioritize, multi-task, and meet deadlines; capable of coordinating complex projects.
• Demonstrated ability to work well with others in a fast-paced environment.
• Ability to interact and work with various groups.

Preferred Qualifications

• Similar experience in higher education, fundraising, or with a non-profit organization.
• Knowledge of advancement, development, and/or a related profession.
• Knowledge of University administrative structure, policies and procedures.

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

• Office environment.
• Occasional evening and/or weekend work may be required.
• Ability to travel to and from meetings, training sessions or other business-related events.

Physical Demands:

• Sedentary work; sitting most of the time.
• Bending and stooping - occasionally.
• Ex. Lifting and exerts up to 10 lbs. of force - occasionally.
• Typing/texting - routinely.
• Phone - make and answer calls and messages - frequently.

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.