Administrative Associate, Texas McCombs

Job Posting Title:

Administrative Associate, Texas McCombs

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Hiring Department:

Energy Management and Innovation Center

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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. 

To learn more about the McCombs School of Business, please visit https://www.mccombs.utexas.edu/. The Kay Bailey Hutchison Energy Center seeks to be the pre-eminent energy initiative at the intersection of energy, business, law, and policy. "The focus of the center is education for our students and convening experts and leaders in the energy sector to explore the most pressing issues facing the energy industry today." Senator Kay Bailey Hutchison, Founding Member. Learn more here- https://www.mccombs.utexas.edu/centers-and-initiatives/kbh-energycenter/.

Purpose

This Administrative Associate will provide administrative support to the programs and events of the Kay Bailey Hutchison Energy Center by providing direct assistance to the KBH Energy Center operations and its team members.  

Responsibilities

Operational Support

• Serve as the primary administrative assistant for the Kay Bailey Hutchison Energy Center including multiple staff members, academic directors, and affiliated faculty. Submits and processes all required UT documentation related to travel, events, reimbursements, and purchases using the University's, McCombs Business School's, and the department's existing processes and systems. Utilizes existing UT procurement systems (UT Market, Pro Card, etc.) to order and process Center-related expenses. Clearly track submission and receipt of funds in real time to manage expenses. Coordinates travel, including confirming flight and car arrangements, creating itineraries, and processing reimbursements for faculty members, staff members, leadership, and department meetings/events. Manages calendars often requiring independent decision-making. Directly schedule meetings, including doodle poll/availability compilation.

• Compose and prepare relevant business correspondence, reports, presentations, materials, and notices, and assist with follow-up materials as requested. Maintain copies of documents for office files. Responsible for team-focused collaboration and flexible contribution within Center-identified priorities.

• Serves as the primary point of backup and coverage for other team members. Related responsibilities may transition over time as the Center’s needs grow or shift. Other duties as assigned. 

Event Coordination

• Provide support and coordination for events for McCombs centers via planning, marketing, executing, and corresponding with staff and volunteers for events (sizes ranging from 10-300 attendees) including forums, conferences, trade expos, roundtables, advisory committee meetings, career fairs, industry speakers, roundtables, galas, symposiums, and panel. This will include managing multiple registrations simultaneously, arranging facilities and catering, assisting with vendor payments, and coordinating travel arrangements of guests, all in accordance with UT policies and procedures.

Database Management

• Compile, update, and maintain email lists and contacts in UT databases.

• Process contact reports for events/meetings/visits, etc.

• Assist in the management of KBH Energy Center and McCombs Energy Council membership dues. 

Required Qualifications

• Demonstrated success in a customer service environment and the ability to communicate effectively with different constituencies through a variety of media.

• Effective communication skills and ability to work independently as well as collaborate in a te