Administrative Assistant-C3P

Job Posting Title:

Administrative Assistant-C3P

Hiring Department:

School of Nursing

Position Open To:

All Applicants

Weekly Scheduled Hours:

20

FLSA Status:

Non-Exempt

Earliest Start Date:

Immediately

Position Duration:

Expected to Continue

Location:

UT MAIN CAMPUS

Job Details:

Purpose

The University of Texas at Austin School of Nursing is seeking an Administrative Assistant for the Center for Clinical and Community Partnerships to provide administrative support the Director and Assistant Director.

Responsibilities

Administrative & Operational Support

• Manage scheduling, calendars, and meeting logistics for center leadership and project teams
• Coordinate communications with clinical and community partners, faculty, and stakeholders
• Maintain organized filing systems (digital and physical) for contracts, proposals, and reports
• Prepare agendas, minutes, and follow-up documentation for meetings
  
  
  

Grant Proposal & Funding Support

• Assist with drafting, formatting, and editing grant proposals and supporting documents
• Track deadlines for grant submissions and reporting requirements
• Compile data, CVs, biosketches, and other required attachments for proposals
• Support budget preparation by gathering quotes, vendor information, and expense estimates
• Maintain a database of funding opportunities and submission history
  
  
  

Community & Partnership Engagement

• Serve as a liaison between the center and community organizations, ensuring timely communication
• Coordinate logistics for community events, workshops, and outreach activities
• Support documentation of partnership activities for reporting and evaluation
  
  
  

Financial & Resource Management

• Process invoices, reimbursements, and purchase orders in alignment with institutional policies
• Track expenditures against grant budgets and provide regular updates to leadership
• Assist with financial reconciliations and reporting
  
  
  

Data & Reporting

• Collect and organize program data for evaluation and accreditation purposes
• Prepare summary reports, presentations, and dashboards for leadership and stakeholders
• Support compliance with AACN Essentials and other accreditation frameworks by maintaining documentation
  
  
  

Event & Program Coordination

• Assist in Planning and executing meetings, conferences, and community events (venue, catering, materials, registration)
• Coordinate travel arrangements for staff and visiting partners
• Manage communications and promotional materials for events
  
  
  

Professional Development & Continuous Improvement

• Participate in training related to research administration, compliance, and community engagement
• Suggest process improvements to enhance efficiency and partner satisfaction
  
  
  

Other duties as assigned in support of the School of Nursing

Required Qualifications

• Diploma (High School) or GED
• Highly organized with exceptional attention to detail
• Strong work ethic and ability to manage competing priorities
• Excellent written and verbal communication skills
• Proficiency with Microsoft Office Suite
• Ability to work independently and collaboratively
• Commitment to professionalism, confidentiality, and community-focused values
  
  
  

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Experience with grant management systems
• Knowledge of community health initiatives and academic–community partnership models
• Strong writing and editing skills for professional and academic documents
• Familiarity with budgeting and financial tracking in higher education or nonprofit settings
  
  
  

Salary Range

$22,000 annual (non-negotiable)

Working Conditions

• In-person with occasional remote work based on organizational needs
• Typical office environment
• Repetitive use of a keyboard at a workstation
• Occasional evening or weekend hours may be required
  
  
  

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.

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.

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.

Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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.

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.

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.

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]

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.