Administrative Associate, BBA Outreach & Scholarships, Texas McCombs

Job Posting Title:

Administrative Associate, BBA Outreach & Scholarships, 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 support to the BBA Outreach and Scholarship team in the McCombs School of Business BBA Program Office, a top ranked business school at a leading public research university. This position will support activities that enhance the prospective student experience.

Responsibilities

• Assist with planning and logistics for outreach events, which includes three high school summer camps, student workshops, and recruiting events for prospective students. Make room reservations. Work with vendors to ensure invoices are accurate and are paid in a timely manner. Maintain a list of vendor information for ordering.
• Provide general administrative support for the team, which includes making room reservations, maintaining inventory of office supplies and marketing materials, and ordering as needed. Support Outreach office operations by performing other general clerical duties.
• Create financial transactions such as purchase orders, contract submissions, payment vouchers, and travel reimbursements using University applications. Assist with tracking and managing budgets for various accounts.
• Provide a professional and friendly atmosphere for the BBA Outreach front desk. Greet and direct visitors, answer phone, respond to email inquiries, and provide general information to guests. Manage appointment system for Outreach Team.
• Create and track work requests with campus service providers.
• Support additional areas of Student Affairs division of the BBA Program Office as needed.  

Required Qualifications

• Effective communication skills and ability to work independently as well as collaboratively in a team-oriented environment.
• Proficiency with software, especially Microsoft Office Suite (e.g., Word, Excel, Bookings, SharePoint, Teams, Outlook) and comfort learning new technologies.
• Previous success managing multiple projects, assessing work priorities, and meeting project deadlines.
• Strong problem-solving skills.
• Demonstrate outstanding organizational skills and attention to detail.
• Bachelor's degree and one year of experience at the Administrative Assistant level, or high school graduation or GED and five years of clerical experience, including one year of experience at the Administrative Assistant level. 
• Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Prior experience with event planning, booking travel, and account auditing.
• Experience using Salesforce.
• Experience with University of Texas policies, procedures, and administrative systems and infrastructure.
• Ability to speak Spanish. 

Salary Range

$45,000 annually

Working Conditions

• Works in standard office conditions with repetitive use of a keyboard at a workstation.
• Works in an open office environment at a shared front desk. Serves as first point of contact for office visitors.  
• Some evening and weekend hours are required during peak periods and special events.
• Applicants must be legally authorized to work for any employer in the United States. This position is not eligible for sponsorship of work visas.
• This is an Austin, TX-based position.

Required Materials

• Res