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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/
 
Purpose
The Administrative Associate is responsible for assisting with logistics of compelling, high- quality events and programs that are well attended and engage participants that result in increased participation with the McCombs School of Business.
 
Responsibilities
  • Provide administrative and logistic support for event operations. This includes assisting with mailing lists, event calendars, contracts/purchase orders, registration materials, event supplies, goods and services purchases, and processing payments, for Alumni and Donor Services events and programs such as the annual Hall of Fame dinner, the Alumni Business Conference, MBA Reunions, the Alumni Tailgate BBQ, the Business Outlooks, donor and alumni receptions, and additional events as requested.
  • Provide administrative and logistic support for the McCombs Advisory and Parents Councils. This includes assisting with mailing lists updates, contracts/purchase orders, registration materials, event supplies, goods and services purchases, and processing payments for the bi-annual meetings, lunches, receptions, executive committee meetings, new member orientations, and member update campaigns, as well as general administrative support.
  • Hire and supervise event team student worker. Organize tasks and oversee work to ensure work is being done correctly and in a timely manner. Provide feedback and coaching to help students improve or learn new skills. Coordinate hiring process for new student workers including posting job announcements, review of resumes, setting up interviews, onboarding, etc. Occasional weekend and/or evening hours are required.
 
Required Qualifications
  • Bachelor's degree. A combination of one year of experience assisting with fundraising programs or performing complex administrative functions or High School Diploma/GED and five years of administrative experience.
  • Demonstrated ability to multi-task, work under pressure and meet deadlines.
  • Ability to work efficiently with minimal supervision.
  • Self-starter and self-reliant and able to work both independently and as part of a team.
  • Demonstrated proficiency in organizing and recording data.
  • Excellent interpersonal, verbal, and written communications skills.
  • Strong attention to detail and demonstrated organizational and analytical skills.
  • Experience using Microsoft Office.
  • Regular and punctual attendance required.
  • Commitment to providing excellent customer service.
  • Experience composing correspondence and other written materials.
Relevant education and experience may be substituted as appropriate.
 
Preferred Qualifications
  • Bachelor's degree and more than five years of administrative experience.
  • Experience working in a fast-paced environment.
  • Experience coordinating and administering day to day operations of a program, project or office.
  • Experience working in an academic institution of higher learning.
  • Experience in alumni affairs.
  • Experience with developing and maintaining databases, spreadsheets, and record keeping.
  • Experience in maintaining web pages. Experience using web applications for research and other projects.
  • Experience with UT mainframe. Proficiency in using FileMaker Pro, UT Define, NRRECS, GSADM.
  • Experience working with University of Texas rules, policies, procedures, and event planning.
  • Spelling score of 90 or higher.
  • Typing score of 45 wpm or more.
 
Salary Range
$40,000 - $43,000 + depending on qualifications
 
Working Conditions
  • May work around standard office conditions with repetitive use of a keyboard at a workstation.
  • Occasional evening or weekend hours may be required.
  • 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
  • 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)
    [PDF]
  • E-Verify Poster (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.

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