Administrative Associate, Recruiting Operations, Texas McCombs

Job Posting Title:

Administrative Associate, Recruiting Operations, 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

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 McCombs interview facilities by providing excellent customer service and maintaining the appearance and functionality of recruiting spaces.

Responsibilities

• CUSTOMER & CONSTITUENT SUPPORT: Facilitate a positive recruiting experience for employers and students at the McCombs interview facilities. 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.
• ADMINISTRATIVE AND SYSTEMS SUPPORT: Assist in recruiting and reservation systems with room reservations, proof-reading job postings, and event booking processes. Monitor and administer job postings and new employer authentication in recruiting systems and assist with routing of job and event postings. 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. Provide administrative support for the planning and execution of recruiting events (i.e. information sessions, networking events, interviews etc.). Track expenses, process invoices, submit purchase orders, reimbursements and execute other administrative processes as required. Provide data entry and updates in RecruitMcCombs and other platforms as necessary.
• STUDENT EMPLOYEE MANAGEMENT: Manage the scheduling and work assignments of multiple part-time student employees to ensure student coverage at events and interview centers as needed.  With support from team leadership, manage the hiring, training, supervision and project allocation of student employees to ensure interview and event success.
• FACILITIES MANAGEMENT: Ensure functionality & cleanliness of Rowling Hall Interview Center (RHIC) as well as the staff breakroom. Coordinate maintenance, cleaning, and repairs with the building superintendent to maintain optimal professional appearance/functionality. Ensure facility is closed properly each night and outfitted for the following business day. Manage inventory levels of amenities for recruiters and supplies for staff. Support operations in the Ford Career Center (FCC) as assigned. 
• 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, safety information, marketing materials, etc.) for interviews and events. Monitor and route communications via the team email inbox. Assist in editing, formatting, and distributing external communications. Assist team members in creating, designing, and uploading email campaigns and launches. Employ electronic and print media, including brochu