Senior Administrative Associate, Texas McCombs

University of Texas at Austin; United States; On-site; USD 50,000 - 55,000; Full time

Job summary

University of Texas at Austin, Red McCombs School of Business, seeks a Senior Administrative Associate to support the Finance department and ensure operational success. This on-site role on UT Main Campus manages purchasing, events, front desk operations, and faculty recruiting logistics.

The position requires a Bachelor's degree with 3+ years of coordination experience, strong communication, and proficiency in MS Word, Excel, and Outlook.

Qualifications

• Bachelor’s degree and at least three years coordinating or administering programs; or seven years with a High School Diploma/GED.

Responsibilities

• Initiate purchases, payments, contracts and Purchase Orders; assist with travel reimbursements.
• Coordinate department events and seminars: venues, guest lists, catering, AV, room reservations.
• Oversee daily front desk operations: calls, emails, supplies, records, and facilities.
• Assist faculty recruiting logistics and preparation of promotion/annual review materials.
• Support PhD program activities and training with affiliated centers.

Skills

Calendar management

Event coordination

Written & verbal communication

Office software

Logistics coordination

Education

Bachelor's degree

Tools

MS Word

Excel

Outlook

Job description

Job Posting Title:

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 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 the McCombs School of Business please visit https://www.mccombs.utexas.edu/

Purpose

Reporting to the Assistant Director, the Senior Administrative Associate position supports the Department of Finance and is responsible for ensuring the operational success of the department and assisting with logistics of compelling, high-quality events.

Responsibilities

Purchasing and Payments

• Initiate purchases, payments, contracts and Purchase Orders. Process vendor payments, as needed, using department’s ProCard and Travel Card. Assist faculty with research-related purchases and travel reimbursements. Set-up new vendors as needed.
• Serve as the primary liaison Department’s affiliated centers on purchasing and payment policies and procedures.

Coordinate department events and seminar series

• Provide support for department events that range from invited guest speakers, seminar series to other department-sponsored events such as conferences and symposia. Activities will include: identifying event venues and submitting room reservations as needed; managing of guest lists; ensuring event venue has necessary A/V set-up; assembling materials, managing catering order, event set-up, execution, and tear-down; assisting participants with various needs and requests.
• Schedule meetings, make hotel reservations, manage travel authorizations and reimbursements and support invited guests as needed.
• Support the events and programs of the department’s affiliated centers as needed.

Department of Finance Front Desk Operations

• Oversee the daily operations of the main department office. This includes, but is not limited to: answering telephone calls and email inquiries; maintaining office supply inventory, equipment inventory, records retention schedule and the department webpage; assisting faculty with classroom preparation, photocopying materials and making room reservations; assisting students; distributing mail; and managing facilities operated by the Department of Finance
• Supervise, hire, coordinate students’ work schedule and assign work to student employees

Faculty Recruiting, Promotions, Awards, and Annual Reviews

• Coordinate faculty recruiting logistics and assist the AOM with the preparation of promotion, award, and annual review materials.

Department Initiatives, Special Projects and Partnerships

• Support department-related PhD program activities, document and maintain administrative processes.
• Partner with the Department’s affiliated centers on training activities for new team members related to departmental procedures and best practices.

Other Duties As Assigned

Required Qualifications

• Bachelor’s degree and at least three years of experience coordinating or administering programs; or seven years of experience with a High School Diploma/GED.
• Demonstrated ability to manage complex calendars, coordinate meetings and events, organize logistics, and support multiple priorities in a fast-paced professional or academic environment.
• Strong written and verbal communication skills, with the ability to interact professionally with faculty, staff, students, and School steakeholders.
• Excellent organizational skills and attention to detail, including the ability to track deadlines, maintain records, follow processes, and ensure timely follow-through.
• Ability to work collaboratively as part of a small team while also managing independent responsibilities with limited supervision.
• Commitment to providing responsive, high-quality service to a broad range of internal and external stakeholders.
• Proficiency with software, especially MS Word, Excel, and Outlook and comfort learning new technologies

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Previous experience and working knowledge of University of Texas policies, procedures, and administrative systems or experience in educational institutions
• Prior experience with advising or supervising students.
• Prior experience as a Senior Administrative Associate managing payment and procurement policies and processes.
• Previous event management experience

Salary Range

• $50,000 - $55,000 + depending on qualifications

Working Conditions

• Works in standard office conditions, in a shared office environment with repetitive use of a keyboard at a workstation..
• Some evening and weekend hours may be required during peak periods and special events.
• Applicants must be legally authorized to work for any employer in the United States. This position is not eligible for sponsorship of work visas.
• This is an Austin, TX-based position.

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

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.