Administrative Associate

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Job Details:

Texas Science & Natural History Museum is developing new exhibits, programs, and experiences that spark curiosity, promote belonging, and tell stories about Texas science and natural history.  The museum seeks an Administrative Associate to work with the Business Manager to track information and manage data. 

To support business operations related to Finance, Human Resources, Development, and Constituent Relations to data tracking, analysis, and reporting.   

Finance – Complete daily tracking of financial transactions and monthly reconciliation of accounts.  Responsible for delivering financial materials across campus as needed.  Assist the Communication and Events team with vendor payments, including collecting invoices, verifying that services have been rendered, and serving as liaison between vendors, the contracting staff member, and the payments team.  

Human Resources – Assist with employee onboarding, including: preparing employee welcome packet; updating employee contact list, list servs, and organizational chart; adding employees to museum Teams channels and pertinent Box folders; ordering name tags, stocking tee-shirts, and business cards (when applicable); coordinating and tracking completion for Child Protection Training and Museum Security Training.  

Development and Communications – Provide administrative support for fundraising, cultivation, and stewardship activities.  Coordinate meetings, prepare materials, and manage follow-up communications.  Draft contact reports.  Draft and proofread donor-facing materials including impact reports, presentations, invitations, acknowledgment letters, and special occasion cards and notes.  Support advisory council activities, communications, and meetings.  Manage email lists for various constituent groups including newsletters, invitation lists, RSVPs, and event communications.  Conduct donor research and support individualized stewardship projects.  Assist with annual stewardship through endowment compliance and the annual letters project and special initiatives involving planned giving, corporate, and foundation relations.

Constituent Support Analysis – Analyze and build trend reports on data from the Altru system related to various museum programs and events; build and track Altru information related to visitor experiences, admissions, and events as requested by museum leadership.

Support other related functions and duties as assigned.

• Bachelor's degree from an accredited college or university. 
• At least one year of experience providing administrative support.
• Proficient with Microsoft Office suite. 
• Strong interpersonal and critical thinking skills.  
• Excellent oral and written communication skills. 
• Success working independently and as part of a team.  
• Ability to learn quickly and be flexible. 

• At least three years of experience providing administrative support.
• Excellent working knowledge of UT Austin policies and administrative tools such as *DEFINE, UT Direct/FRMS, Point Plus and Workday. 
• Advanced skills in the use of Microsoft Office applications.  

$45,000 annual ($33,750 prorated for 30 hours per week) 

• Standard office environment: Working at a desk and computer for extended periods, including repetitive use of a keyboard and manual dexterity.   

• The hired candidate will work with their supervisor to set a schedule covering 30 hours per week over the course of four or five weekdays.   

• Resume/CV 
• Three 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 RequiredMaterials 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 presentedto upload any additional Required Materials (letter of interest, references, etc.) that were noted above. 

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