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Administrative Associate, Texas McCombs

University of Texas at Austin

Job Description

As an Equal Opportunity Employer, Texas McCombs believes that diversity in our faculty, student, and staff populations is integral to our core purpose of educating leaders that create value for society. We welcome applicants from under-represented groups and those who can demonstrate a commitment to inclusion.

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 diverse, 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 and operational support to the Recruiting Operations team (part of the McCombs Career Management and Corporate Relations department). Facilitate a positive customer experience at the Ford Career Center interview facility by providing excellent customer service and maintaining the center’s appearance and functionality.

CUSTOMER & CONSTITUENT SUPPORT: Facilitate a positive recruiting experience for employers and students at the Ford Career Center (FCC) interview facility (along with the team’s senior administrative associate). This includes front desk reception (greeting and assisting employers and students), daily operations, and inventory management (ordering/stocking of supplies, refreshments, etc.). Assist recruiters with scheduling questions, messages, wireless access, hospitality, directions and similar tasks. Collect and maintain contact information of visitors and administer post-visit surveys to collect feedback on the employer recruiting experience.
FACILITIES MANAGEMENT: Ensure functionality & cleanliness of interview center. Coordinate maintenance, cleaning, and repairs with building superintendent to maintain optimal professional appearance/functionality. Ensure facility is closed properly each night and outfitted for the following business day.
STUDENT EMPLOYEE MANAGEMENT: Manage the scheduling of multiple part-time student employees to ensure student coverage at events and interview center as needed. In conjunction with the senior administrative associate, manage the hiring, training, supervision and project allocation of student employees to ensure interview and event success.
ADMINISTRATIVE AND SYSTEMS SUPPORT: Track expenses, process invoices and execute other administrative processes as required. Monitor and administer job postings and new employer authentication in recruiting systems. Provide critical review of interview schedules and job postings for inaccuracies and policy breaches. Manage room reservations for departmental events such as employer information sessions, as well as student room reservations for interview rooms.
COMMUNICATIONS SUPPORT: Provide operational communications support through creation and/or maintenance of print and electronic signage, web information, and instructional materials (i.e., maps, logistics, safely information) for interviews and events. Monitor communications via the job board administrator email inbox.
SPECIAL PROJECTS AND OTHER DUTIES: Assist with departmental initiatives and other related functions as assigned

Required Qualifications
Bachelor’s Degree.
One or more years of experience with clerical functions, hospitality and/or receptionist functions.
Experience planning and coordinating logistics for events.
Excellent oral communication and interpersonal skills.
Self-starter, able to work with minimal supervision.
Demonstrated ability to establish and maintain effective rapport with a diverse group of employers, vendors, alumni and students.
Detailed editing abilities for written material.
Work effectively as a team member and individually.
Reliable work history with strong attendance record.
Strong attention to detail. Ability to organize, prioritize, multi-task, and meet deadlines.
Database or CRM management experience, and/or ability to learn new technology quickly.
Proficient in Microsoft Outlook, Excel, Word, and PowerPoint.
Relevant education and experience may be substituted as appropriate.

Preferred Qualifications
Bachelor's Degree in Business, Communications or related field and at least three years of experience at the Administrative Associate level.
Knowledge of corporate recruiting policies and procedures.
Experience in corporate university relations and/or experience in graduate university career services.
Experience working with confidential and sensitive information.
Experience and comfort working in web-based systems and applications, including virtual platforms such as Zoom and Microsoft Teams.
Proficient with customer relationship management (CRM) software or other databases.
Experience with UT administrative processes and procedures for expenses, vendor payment and processing, contracts, invoicing.
Experience with specific software: Salesforce, Symplicity, Microsoft Teams, Adobe Creative Suite, Sitecore.
Understanding of a university career service operation. Experience working with faculty and students.
Excellent attention to detail. Excellent computer skills.

Salary Range

$40,000+ depending on qualifications

Working Conditions
Repetitive use of a keyboard at a workstation,
Works in an open office environment.
May include occasional lifting/moving of boxes or furniture, typically weighing between 10-20 pounds. Accommodations to be provided if necessary.
Some evening and weekend hours may be required during peak periods and special events.
The hours of the position during peak season are Monday – Friday, 9:00am – 6:00pm. This position is eligible for an adjusted work schedule during off-peak periods.
This is an Austin, TX-based position and is eligible for hybrid 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.

Required Materials


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.


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.


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.

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