Job Posting Title:
Administrative Associate, BBA International Programs - Texas McCombs----
Hiring Department:
Red McCombs School of Business----
Position Open To:
All Applicants----
Weekly Scheduled Hours:
40----
FLSA Status:
Non-Exempt----
Earliest Start Date:
Immediately----
Position Duration:
Expected to Continue----
Location:
UT MAIN CAMPUS----
Job Details:
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
Provide administrative support for BBA International Programs (IP) team, in the Texas BBA Program Office in the McCombs School of Business, a top-ranked business school at a leading public research university.
Provide faculty-led and custom program business operations support: handle purchasing and payment processes (entertainment and food forms, purchase orders, ProCard use, invoices and reimbursements, program deposits, student billing, etc.). Support various program processes such as partner agreements and student scholarships for International Programs. Process travel documents and cash advances for International Programs faculty and support staff. Book transportation, housing, classrooms, and excursions for domestic program activities.
Manage IP team administrative processes: handle bookings and logistics for IP events, meetings, student sessions, and other events. Support the operational organization of team resources, calendars, and workflow/project management. Manage the IP general email account and respond to inquiries. Create team meeting agendas and organize shared documentation. Create documents or printed materials for various IP activities. Support financial processes and monitor, process, and audit transactions for IP accounts. Support the upkeep of shared platforms, manuals, and other resources used by students, faculty, or staff. Serve on study abroad program and scholarship selection committees as needed each semester. Order supplies as needed.
Support other international program and exchange processes as needed: assist in the credit transfer, course scheduling, and registration processes. Request web updates or help update program pages. Organize an annual photo contest.
Collaborate with units across campus that support BBA IP processes. Serve as a staff volunteer during Office Wide Programming (commencement, career expo, mock interviews, freshmen and transfer orientation). Other related functions as assigned, potentially within other BBA Program Office areas.
Bachelor's degree and one year of experience at the Administrative Assistant level, or high school graduation or GED and five years of clerical experience, including one year of experience at the Administrative Assistant level.
Strong interpersonal skills and demonstrated ability to communicate well in person and in writing.
Strong problem-solving skills and previous success assessing workload, prioritizing tasks, and meeting deadlines to successfully manage concurrent projects for multiple areas with accuracy.
Demonstrated ability to work independently and collaboratively as part of a team.
Experience with Microsoft Office Suite. Ability to learn new technology tools and applications.
Relevant education and experience may be substituted as appropriate.
Education/Experience beyond the required.
Advanced knowledge of Microsoft Office Suite, especially with Excel.
Experience with web functions and UT systems such as Mainframe.
Experience coordinating events and processing travel vouchers, including travel for special guests/staff.
Experience working effectively within the UT administrative infrastructure.
Experience with business support functions in a university academic department or executive office.
Experience maintaining budgets.
$45,000 annually
Works in standard office conditions with repetitive use of a keyboard at a workstation.
Typical work shift is Monday - Friday, 8am – 5pm. Some evening and weekend hours may be required during peak periods and special events.
This is an Austin, TX-based position and is eligible for occasional remote work.
Applicants must be legally authorized to work for any employer in the United States. This position is not eligible for sponsorship of work visas.
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.----
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.
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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:
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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.