Senior Administrative Associate, Texas McCombs

The University of Texas at Austin; Austin (TX); On-site; USD 42,000 - 54,000; Full time

Job summary

The University of Texas at Austin's Red McCombs School of Business is seeking a Senior Administrative Associate to support MBA Admissions, Financial Aid, and the MBA Program Office. This role handles front-line communications, application processing, and event support while overseeing daily front desk operations.

Responsibilities include admissions inquiries, event coordination, mail handling, conference room reservations, and assisting with financial aid communications.

Qualifications

• Bachelor's degree and three years of experience with clerical functions, hospitality and/or receptionist functions.
• Experience planning and coordinating logistics for large events in a customer-facing role.
• Ability to manage multiple responsibilities in a fast-paced environment.
• Ability to work independently with little supervision.
• Excellent written and editing skills.
• Strong interpersonal and teamwork skills.

Responsibilities

• Admissions: Serve as MBA admissions front line for phone and email inquiries, manage inboxes, assist walk-in prospective students.
• Event Support: Assist with admissions event check-in, set up, and attendance confirmations.
• Application Processing: Help with application processing and communication with incomplete MBA applicants.
• MBA Front Desk: Perform receptionist functions, staff front desk, coordinate student worker schedule, maintain professional reception area, manage mail and supplies, handle reservations.
• Financial Aid: Assist Financial Aid communications, meet deadlines, provide student support and counseling on tuition payments and FAFSA renewal.

Skills

Customer service

Communication

Multitasking

Teamwork

Education

Bachelor's degree

Job description

Senior Administrative Associate, Texas McCombs

Hiring Department

Red McCombs School of Business

Position Open To

All Applicants

Weekly Scheduled Hours

40

FLSA Status

Non-Exempt from FLSA

Earliest Start Date

Immediately

Position Duration

Expected to Continue

Location

UT MAIN CAMPUS

Job Details

General Notes

Texas McCombs is a top business school at the center of one of the most innovative cities in the U.S. The McCombs community champions hands‑on experiences alongside the ground‑breaking research and thought‑leadership of a world‑class faculty. The collaborative spirit and enterprising drive of the Longhorn alumni network, one of the largest university networks in the world, is embedded in our culture, making us human‑centered and future‑focused in all our endeavors. We are shaping those who will shape tomorrow, and solving challenging problems while remaining committed to creating a community that is dynamic, supportive, and challenging. What starts here really does change the world. For more information about Texas McCombs please visit: https://www.mccombs.utexas.edu/

Purpose

This administrative position provides front‑line support for MBA Admissions, Financial Aid, and the MBA Program Office by managing prospective student communications, application processing, and event support. Oversees daily front desk operations, office logistics, and facilities coordination while delivering exceptional customer service to students, faculty, staff, and visitors.

Responsibilities

Admissions

• Prospective Student Support & Communication: Serve as the MBA admissions front line for all phone and email inquiries. Assist callers and individuals who email with their admissions‑related questions about requirements and application issues. Manage the MBA email inboxes daily, responding to cases and assigning to other team members when appropriate. Assist walk‑in prospective students to the MBA Program Office and meet with them; give them a tour of the building when appropriate.
• Event Support & Communication: Assist with admissions event check‑in and set up as needed. Contact in‑person event registrants prior to events to provide details and confirm attendance. Schedule one‑on‑one chats with prospective students as needed.
• Application Processing & Communication: Assist with application processing, which involves managing applicant issues related to Kira or ReVera and extending deadlines when needed. Communicate with incomplete MBA applicants via email and text to inform them of any missing items.

MBA Front Desk

• Perform receptionist functions at a busy receptionist desk.
• Provide exceptional customer service to students, faculty, staff, and outside constituents.
• Responsible for opening and closing the MBA Program Office each day.
• Coordinate the front desk student worker schedule to ensure adequate coverage during the school year, and personally staff the front desk during periods when student workers are unavailable (summer, winter break, early morning etc.).
• Maintain reception area ensuring the area presents a professional appearance.
• Ensure that all MBA printed materials are up‑to‑date and well stocked.
• Open, sort, and distribute mail for the office; keep the copy room clean and manage office supply inventory ordering as needed.
• Move and lift shipping boxes coming in and out of the MBA Program Office.
• Manage, review, and approve reservations for all MBA Program Office conference rooms in the Momentus Reservation system.
• Act as back up approval for Rowling Hall reservations in Momentus.

Financial Aid

• Assist the McCombs Financial Aid team with communications via phone and email.
• Interface with all programs to help meet deadlines for tuition, triage financial aid traffic during peak times, and help with student support as needed.
• Assist with Financial Aid Communications to students to ensure timeliness of tuition payments, FAFSA renewal, and other standard communications.
• Present financial aid information and counsel prospective students as needed.

Required Qualifications

• Bachelor's degree and three years of experience with clerical functions, hospitality and/or receptionist functions.
• Prior experience planning and coordinating logistics for large events in a customer facing role.
• Demonstrated ability to manage multiple responsibilities simultaneously in a fast‑paced environment.
• Ability to work independently with little supervision.
• Excellent written and editing skills.
• Strong interpersonal and teamwork skills.