Senior Administrative Associate

Job Posting Title:

Senior Administrative Associate, Texas McCombs

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Hiring Department:

Business, Government and Society

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Non-Exempt from FLSA

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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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

The Center for Global Business (CGB) prepares the next generation of global leaders by supporting the study of international business, championing international experiential learning, and promoting thought leadership from global professionals.  CGB seeks a self-motivator exhibiting strong interpersonal skills and problem-solving abilities, with the aptitude to learn and apply new skills to ensure efficient operations and effective engagement with constituents.  This Senior Administrative Associate provides administrative and logistical support to CGB, playing a key role in center operations, student programs, and outreach efforts.  After a successful probationary period, this position may be eligible for a flexible and/or hybrid work schedule.

Responsibilities

Center Operations and Business Affairs

• Provide administrative support to CGB operations.  Coordinate meetings.  Maintain supplies and records.
• Support constituent communications, maintain CGB listservs, calendar, and email account, and create response forms and surveys.
• Process purchase requests, payment requests, and expense authorizations using the McCombs intranet and related systems.
• Track expenses, maintain documentation, support annual budgeting process, and assist with other business affairs processes as needed.
• Coordinate with departmental AOM and ensure compliance with university policy and processes, and support new programs and initiatives as required.

CGB Board Support

• Serve as primary point of contact for CGB’s Board of Advisors and communicate regularly with Board members about CGB activities and upcoming events. Maintain Board records and materials.
• Coordinate biannual Board meetings and associated events, including technology arrangements, catering, and reservations.

CGB Event Support

• Coordinate and execute virtual speaker events, including recording sessions via Zoom, collecting and reporting on attendee information, and distributing associated marketing materials.
• Provide logistical and planning support for in-person CGB events, including reservations, catering orders, and technology needs.

Student Programs & Marketing Support

• Assist with student outreach and recruiting, including tabling at campus-wide events and promotion of information sessions.
• Support CGB enrollment management, including updating student databases and logging requests for audit overrides.
• Coordinate support for the International Business Student Association, including marketing support and event planning assistance.
• Assist with CGB marketing and social media efforts, including the production of marketing materials in Canva and the dissemination of materials to UT outlets.
• Coordinate with vendors, process licensing requests, execute orders, and manage branded product inventory.
• Process production and printing requests, and provide quality control for promotional, printed, and digital materials.

Required Qualifications

• Bachelor's degree and one year of administrative experience, or high school graduation or GED and five years of administrative experience.
• Strong organizational and administrative skills with the ability to manage multiple tasks simultaneously and prioritize effectively.
• Ability to work independently with minimal supervision, exercise sound professional judgment, engage in problem-solving, and escalate issues when necessary.
• Excellent interpersonal, verbal, and written communications skills and experience interacting with a variety of internal and external stakeholders.
• Demonstrated proficiency with Microsoft Office suite, including Microsoft Excel, Adobe Acrobat, and other common office technology.
• Strong attention to detail, experience with organizing information and record keeping, and demonstrated organizational and analytical skills.
  

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Bachelor’s degree and more than three years of administrative or office experience.
• Experience working with Qualtrics, UT Box, and/or Canva.
• Knowledge of university rules, policies, and procedures.
• Experience with event planning, including live events and virtual events using Zoom.
  

Salary Range

$52,000+ depending on qualifications

Working Conditions

• Works in standard office conditions, in a shared office environment.
• Some evening and weekend hours may be required during peak periods and special events.
• Repetitive use of a keyboard at a workstation.
• 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

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.

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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.

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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.

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Background Checks:

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

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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.

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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.

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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.

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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]

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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.