Administrative Associate, Career Management & Corporate Relations, Texas McCombs

Job Posting Title:

Administrative Associate, Career Management & Corporate Relations, 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 Employer Engagement and Alumni Engagement teams (both teams are part of the McCombs Career Management & Corporate Relations department).  Manage Employer Engagement and Alumni Engagement business affairs processes, operations, event planning, team communications, staffing and administrative requests while supporting CMCR manager of operations, and department initiatives.  This role provides customer service excellence at all touchpoints with employers, alumni, students and internal constituents by supporting employer partners’ recruiting needs with students, and supporting alumni engagement, outreach and events.

Responsibilities

• Operational Efficiency and Effectiveness – Analyze existing processes and workflows for opportunities to standardize or improve efficiency through technology; collaborate with CMCR manager of operations to identify pain points, bottlenecks, and opportunities to streamline execution of processes (e.g., purchasing, requests, etc.) across teams; manage procurement processes, process travel authorizations and reimbursements, design and implement workflows and procedures to reduce administrative overhead for Employer Engagement and Alumni Engagement team members.  Communicate McCombs business affairs policy updates to teams and provide training as needed to support adoption of new processes and workflows.

• Staffing – Create consistent new hire process for new CMCR staff, contractors, and student workers; maintain and support staff onboarding and offboarding processes including processing NERFs, keys, building access, name plates, business cards, email address, directory/mailing list updates, etc.; identify opportunities to train staff on forms and processes; manage on-site/virtual interview coordination, communications and scheduling as needed.

• Vendor Management - Manage vendor payments, website subscriptions, membership renewals; process contracts, pro-card requests, purchase requests, UT Market orders; coordinate with CMCR manager of operations on vendors involving multiple teams within department.

• Asset & Merchandise Management – Maintain database of IT inventory for team members and coordinate annual inventory initiative with CMCR manager of operations.  Responsible for purchasing computer or other tech equipment as needed based on maintenance schedules and new staff needs; manage office supply purchasing and inventory (e.g., parking vouchers, office/break room supplies, ReadyRefresh water).  Manage purchasing and inventory of custom branded/promotional merchandise for Employer Engagement and Alumni Engagement team members, coordinate orders, distribution and inventory tracking; work with internal and external vendors to streamline merchandise procurement process, managing trademark and licensing requests, purchase orders, payments and delivery of merchandise.

• Communications – Provide cross-team communication support to resolve communication and calendaring conflicts; maintain manual for all duties and responsibilities; coordinate with CMCR manager of operations as needed on departmental communications and initiatives; manage CMCR Outlook inbox and department mailbox, routing communications and distributing mail as needed. 

• Event Su