Administrative Associate, BBA Student Life

Job Posting Title:

Administrative Associate, BBA Student Life

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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

The BBA Student Life team is responsible for contributing to the co-curricular experience for the undergraduate students in the McCombs School of Business. The Administrative Associate contributes to this by managing the business affairs processes for 35+ student organizations, 8 BBA signature programs, and other programming initiatives executed by the BBA Student Life team. The Administrative Associate will meet with student leaders and other staff to assist in the planning and execution of programming, provide oversight and management of the Frito-Lay Student Leadership Center, manage the McCombs Student Organization (MSO) room reservation process, and audit and reconcile 40+ spending accounts.

Responsibilities

• Student Organization Support: Host monthly meetings with financial officers in the MSO community to triage and support their administrative needs, manage the room reservation process for MSOs, provide administrative support for student organization programming (travel compliance, contracts, etc.).
• Event Support: Assist in the planning and execution of BBA Student Life & BBA Program Office programming and events by providing administrative support in filling out Official Occasional Expense Forms (OOEFs), submitting orders for supplies, and supporting day-of needs at certain programs and events.
• Financial Policy Management: Interpret and oversee the implementation of financial management policies and procedures as outlined by the university and McCombs School of Business to include creating and submitting contracts, submitting and approving OOEFs, submitting purchase and payment requests, etc.
• Frito-Lay Student Leadership Center & Peggy Drake Holland Lounge Management: Manage the Frito-Lay Student Leadership Center and the Peggy Drake Holland Lounge in providing access to student leaders, work with Building Manager to set up cleaning and updates to the space, manage locker rentals for the student organizations, and order supplies for the space.
• Other duties as assigned

Required Qualifications

• 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.
• Strong interpersonal skills.
• Strong problem-solving skills.
• Ability to communicate well in person and in writing.
• Ability to work independently and as part of a team.
• Ability to assess workload, prioritize tasks, and meet deadlines to successfully manage concurrent projects for multiple areas with accuracy.
• Experience with Microsoft Office Suite.
• Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Education/Experience beyond the required.
• Advanced knowledge of Microsoft Office Suite, especially with Excel.
• Experience with UT Mainframe and web functions, and other UT systems.
• Experience coordinating events and processing travel vouchers including travel for special guests/staff.
• Experience working effectively within UT's administrative infrastructure.
• Experience with business support functions in a univer