Senior Administrative Associate, Texas McCombs

Job Posting Title:

Senior Administrative Associate, Texas McCombs

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Hiring Department:

Red McCombs School of Business

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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

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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

This position will support the McCombs+ Global & Experiential Learning team develop and deliver student training and development, micro-consulting projects, coaching service, and international programs.

Responsibilities

Purchasing Functions

• Initiate, coordinate, and implement accounting and purchasing functions for McCombs+ activities, including request for proposals, contracts, purchase orders, reimbursements, accounts receivable, official event requests, requests for travel authorizations, etc.

Coach Management & Payroll

• Administer monthly payroll for contracted coaching staff
• Communicate and enforce coaching policies and procedures to students and coaches
• Track student utilization of coaching and create quarterly reports

Budget Tracking & Vendor Management

• Track budget and provide monthly reports to Director.
• Manage negotiations for contracts/price with vendors.

Supervision

• Hire, supervise, and train student assistants.
• Manage contract staff.

Event Coordination

• Coordinate event planning and logistics for seminars and special events, including managing accounting functions, scheduling space, communicating with all parties involved, and coordinating materials and special equipment.
• Select and serve as primary point of contact for all vendors for quarterly large-scale events.

Program Coordination

• Coordinate with partner schools to maintain exchange balances and to communicate program updates and requirements.
• Assist with application process, orientation, course advising, course registration, credit reconciliations, grade reporting, and degree certification for all inbound and outbound exchange students.
• Liaise with Texas Global regarding visa acquisition process for incoming exchange students.

Other related functions as assigned

Required Qualifications

• Bachelor's degree and three years’ of professional administrative experience, or high school graduation or GED, and seven years of professional administrative experience, including one year of experience at the Administrative Assistant level.
• Excellent oral and written communication skills.
• Outstanding organizational skills, attentiveness to detail and time-management skills with demonstrated ability to manage multiple tasks simultaneously.
• Demonstrated ability and willingness to work as a team member and independently.
• Demonstrated ability to maintain confidentiality and manage sensitive information.
• Demonstrated flexibility in terms of mastering new technology and software.
• Proficiency in Microsoft Office programs (e.g., Teams, Excel, Word, PowerPoint, Outlook) and Zoom.
• Willingness to work flexible hours, including occasional evenings and weekends.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Bachelor's degree and 4-5 years’ experience performing complex administrative functions.
• Experience working in a university environment.
• Familiarity with UT purchasing processes.
• Experience with event planning.
• Knowledge of DEFINE.
• Proficient in leveraging advanced features of Microsoft Excel to analyze and interpret data sets, develop dashboards, and automate processes.

Salary Range

$45,000 - $48,000

Work