Administrative Associate - Police Academy

About the role

The UT System Administration is seeking an individual to provide administrative assistance in the daily operations and functions of the Office of the Director of Police (ODOP) and the University of Texas System Police (UTSP) Academy.

Essential Functions

• Provide administrative support for all programs, services, and activities for the UTSP Academy including, but not limited to, the Basic Peace Officer Course (BPOC) and all other in-service training courses.
• Maintain and organize all academy records, files, and documentation in an audit-ready format to ensure compliance with TCOLE standards, including tracking, updating, retaining, and preparing records for inspections, audits, accreditation reviews, and regulatory reporting requirements.
• Support statewide training operations by assisting the Training Coordinator with communication, coordination, and compliance-related initiatives across participating agencies and stakeholders.
• Manage and oversee the timely and accurate reporting of all training-related information to TCOLE.
• Assist with securing venues, contracts, and services needed for UTSP Academy events.
• Facilitate Academy meetings and track action items.
• Cook up the guest instructor process, including scheduling hotel and travel related accommodations and setting up payment processing.
• Create and distribute Academy communications, updates, programs, agendas, etc.
• Cook up the BPOC graduation, including planning, communications, and vendor logistics.
• Manage and oversee the timely and accurate reporting of all training-related information to TCOLE.
• Serve as coordinator and liaison for federal Department of Veterans Affairs programming.
• Support Academy facility operations by managing equipment inventory and procurement, coordinating building maintenance and repair activities, and overseeing fleet-related administrative functions.

Knowledge, Skills & Abilities

• Knowledge of office management practices, administrative procedures, and business operations
• Familiarity with standard office software (e.g., Microsoft Office Suite, Outlook, Teams)
• Understanding of records management, data entry systems, and document retention practices
• Basic knowledge of budgeting, invoice processing, and procurement procedures
• Awareness of customer service principles and professional communication standards
• Obtain a certification as a School Certifying Official (SCO) for VA Non-College Degree (NCD) within 90 days of hire

Required Qualifications

• A high school diploma or GED equivalent and two years of administrative experience is required

Preferred Qualifications

• A bachelor’s degree
• Five or more years of administrative experience
• A certification as a School Certifying Official (SCO) for VA Non-College Degree (NCD) is preferred
• Experience working in a law enforcement environment
• Experience with Canvas Learning Management System, MS PowerPoint, or Smartsheet

Working Conditions

• Driving of UT owned vehicle required.
• May work around standard office conditions.
• Repetitive use of a keyboard at a workstation.
• Uses standard office equipment
• 10% Travel
• Requires occasional evening or weekend hours

Additional Information

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to a minimum of 20 hours per week and at least 135 days in length. Participation in TRS is mandatory.

A background check will be conducted on candidates under final consideration. The background check may include any or all of the following: criminal history check, prior employment verification, education verification, professional references check, and motor vehicle records check. Background checks are conducted by third-party vendors. Upon request from the third-party vendor, candidates under final consideration must provide the required information for the background checks to be completed.

EO/AA Statement

The University of Texas System Administration is committed to providing equal employment opportunity for all qualified applicants and employees in all terms and conditions of employment. U. T. System will provide equal employment opportunity to all qualified persons and will not discriminate on the basis of race, color, sex, sexual orientation, gender identity/expression, pregnancy, religion, national origin, age, disability, genetic information, protected veteran status, or any other characteristic protected by federal or state laws.