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----
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 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/
Provide complex administrative and operational support to the Career Management & Corporate Relations (CMCR) department. Manage business affairs and administrative processes, operations, technology platforms, staff onboarding, branded merchandise, and assist with event logistics and communications while supporting department initiatives and special projects. This role is a member of the CMCR Operations team and works collaboratively with all department teams to complete administrative functions and streamline operations for the Career Education & Coaching, Employer Engagement, Alumni Engagement and Industry Engagement teams, providing customer service excellence at all touchpoints.
Operational Efficiency and Effectiveness
Align administrative and operational processes across department, contribute to departmental process improvement strategies and improve efficiency through technology; Collaborate with McCombs Business Affairs to stay up to date on university policies and updates
Manage procurement processes for all department teams with accuracy: track expenses, coordinate cross-team orders, submit purchase requests, payments, reimbursements, contracts, pro-card requests, subscriptions, UT market orders, etc.
Assist with management of department technology platforms by providing backend admin-level support, content management and engagement on RecruitMcCombs and McCombs Connect
Manage onboarding processes for new staff members and general staffing updates: submitting laptop and software access requests to IT team, keys requests, badge access, name plates, business cards, mailing list updates, office assignments and coordinating office equipment orders
Create and maintain onboarding documents and online training resources for department staff
Assist teams with interview coordination, communications and scheduling as needed
Asset & Merchandise Management
Maintain equipment inventory database for department and lead annual inventory tracking initiative to ensure compliance with university policy. Responsible for coordinating purchase of new laptops, monitors, or other tech equipment for employees based on maintenance schedules and warranty end dates.
Lead purchasing of branded, promotional merchandise, coordinating orders and distribution for all department teams. Work with internal and external vendors to streamline merchandise procurement processes, manage trademark and licensing requests, purchase orders, payments and delivery of merchandise.
Manage office supply inventory and purchasing, breakroom/office supplies, parking vouchers and event materials; coordinate maintenance and service requests with University Facilities
Communications
Provide cross-team communication support to resolve communication and calendaring conflicts, coordinate with CMCR Head of Operations and Engagement on departmental communications and updates; maintain manual/SOP for all duties and responsibilities
Manage CMCR digital inbox and department mailbox, routing communications and distributing mail as needed
Review and update small-scale promotional marketing materials and informational digital/printed documents (one-pagers, flyers, brochures) for department teams, aligning with upcoming events and teams’ communication strategies
Event Support and Team Engagement
Support monthly departmental meetings by providing in-person and virtual event support, including event set up/breakdown, overseeing event logistics, facilities and technology management and organization of virtual breakouts
Promote community building and positive team culture via planning and execution of department events: development sessions, holiday celebration, summer retreat and other team-building events and trainings
Assist department teams with respective event logistics: room reservations, facilities/custodial requests, purchase and payment requests, catering and vendor inquiries; provide on-site assistance as needed.
Maintain and contribute to online team resources: department website, development library, training documents and onboarding guides
Relevant education and experience may be substituted as appropriate.
Resume/CV
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.