Job Posting Title:

Senior Administrative Associate, Texas McCombs

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Hiring Department:

Department of Management

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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

This position is responsible for supporting the Harkey Institute’s programming, communications, and operations. Key duties include coordinating events and internal processes, developing and executing marketing strategies across various platforms, managing website updates, and tracking effectiveness. The role also involves providing exceptional customer service, managing procurement and financial processes, and assisting with contracts, travel, and expense reconciliation. Overall, this position ensures the efficient execution of Institute initiatives while fostering strong stakeholder engagement.

To learn more about the Harkey Institute for Entrepreneurial Studies, please visit: https://www.mccombs.utexas.edu/centers-initiatives/harkey-institute-for-entrepreneurial-studies/

Responsibilities

Coordination

Responsible for supporting Harkey Institute programming through internal process development, event logistics, and general operations. Internal processes include but are not limited to: calendar and scheduling management, leading meetings with stakeholders and partners, identifying project workflow and responsibilities, and program application reviews. Event logistics include but are not limited to: ensuring University policy is met, budget tracking, and working with campus, external, and vendor partners.

Communication

Responsible for developing the strategy, schedule, and design of general Institute communications. These communications include but are not limited to: marketing for applications and events, sharing opportunities with students, communications with external stakeholders, promotional items, and donor relations materials.

Responsible for the execution of all communications through various channels. These channels include email, Canvas, LinkedIn, print materials, swag, slide decks, YouTube, and cross-campus promotional opportunities.

Responsible for managing updates for the Institute website. This includes identifying updates to make, collecting content for updates, and executing the updates.

Responsible for tracking marketing metrics.

Administrative and Operational

Support strong customer service culture within the Institute. This includes greeting guests, providing service to callers or office visitors, or advising students on course or applications questions when applicable.

Manage the procurement process of goods and services purchased for the Institute. This includes but is not limited to: catering, office supplies, computer equipment, program materials, transportation, and printing.

Assist with contracts, policy compliance, travel requests, and reimbursements.

Assist the Director and Assistant Director with Institute expense management through expense tracking, reconciliation, and reporting.

Other

Maintain an ongoing working knowledge of responsibilities associated with essential functions. Participate fully in support of other major Institute initiatives. Other duties as assigned.

Required QualificationsDemonstrated commitment to providing excellent customer service and relationship management.Effective communication skills and ability to work independently as well as collaborate in a team-oriented environment.Previous success managing multiple projects, assessing work priorities, and meeting project deadlines.Demonstrated proficiency in organizing and recording data.Proficiency with software, especially MS Word, Excel, and Outlook and comfort learning new technologiesBachelor’s degree and three years of experience coordinating or administering a program

Relevant education and experience may be substituted as appropriate.

Preferred QualificationsBachelor’s degree in communications or business.Prior experience with event planning, coordinating among multiple departments, marketing and communications, student engagement, and/or donor engagement.Experience with incumbent systems: Airtable, Eloqua, Canva, Canvas, Accuity, or equivalent.Experience in working in higher education.Knowledge of University of Texas systems and processes.

Salary Range

$48,000 + depending on qualifications

Working ConditionsWorks in standard office conditions, in a shared office environment with repetitive use of a keyboard at a workstation.Some evening and weekend hours may be 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

Resume/CV

3 work references with their contact information; at least one reference should be from a supervisorLetter of interest

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded.  Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form.  You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States.  Documents need to be presented no later than the third day of employment.  Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

E-Verify Poster (English) [PDF]E-Verify Poster (Spanish) [PDF]Right To Work Poster (English) [PDF]Right To Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.