Senior Administrative Associate, Texas McCombs

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Job Details:

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

The Senior Administrative Associate plays a pivotal role in the efficient functioning of the McCombs Real Estate Center, serving as the primary administrative and operational support professional for the Center. This position provides essential support in financial transactions, donor and Advisory Council administration, event coordination, travel arrangements, student engagement initiatives, and program support. This role requires a detail-oriented individual with exceptional organizational skills, the ability to work both independently and collaboratively, and a commitment to delivering outstanding customer service to students, faculty, donors, industry partners, and other stakeholders.

Learn more about our Real Estate Center and our offerings on our website: https://www.mccombs.utexas.edu/centers-and-initiatives/real-estate-center/

Advisory Council Membership and Donor Coordination

• Manage Advisory Council member donations and membership records, including invoicing, tracking, follow-up, and related communications. Coordinate with the Development Office to claim donations, reconcile gifts, track member payments, and ensure donor and membership records are accurate. Support ongoing Advisory Council communications, stewardship, and membership reporting.

Center Operations

• Serve as a primary operational and administrative support role for the Real Estate Center. Coordinate with the Finance Department's Interface Manager and other campus units as needed on financial transactions, documentation, reimbursements, purchases, and account tracking. Assist with expenditures, donations, endowment allocations, and supporting documentation for compliance and donor reporting. Administer purchases of office goods and services following established university and departmental guidelines. Collaborate with the UT Business Contracts Office to execute and manage contracts. Track Center expenditures throughout the year and maintain accounting records for budgeting purposes. Provide exceptional customer service, maintain a professional office environment, and help students, industry partners, and campus stakeholders navigate Real Estate Center resources and programs.

Finance Office Support

• Provide limited support to the Finance Office as needed, including assisting with basic administrative or transactional tasks related to Center financial processes.

Student Organization, Outreach, and Program Support

• Support communication and coordination with Real Estate Center-affiliated student organizations, including RECS, URES, and GRES. Help maintain regular contact with student leaders to support alignment across student programming, outreach, events, and Center priorities. Coordinate student outreach efforts, including communications, membership reminders, program promotion, and student engagement tracking.

• Manage and support Real Estate Center student associates, including those serving in RECS leadership roles. Help assign projects, track progress, coordinate schedules, and ensure student associates are supporting Center programs, communications, events, and outreach efforts effectively. Support undergraduate and graduate student programming, outside real estate organization memberships, student case competitions, and related student engagement initiatives.

Event Support

• Assist in coordinating Real Estate Center events, including student programs, Advisory Council events, networking events, treks, conferences, case competitions, and other Center activities. Coordinate venues, contracts, catering, A/V services, work orders, registrations, check-ins, guest assistance, and day-of logistics. Support planning and execution for the biannual Real Estate Center Professional Conferences and other major Center events. Make independent decisions regarding event details when appropriate and help lead after-action reviews to improve future events.

Travel Coordination

• Coordinate travel arrangements, authorizations, and reimbursements for Center staff and students. Process reimbursements for local travel and outside constituent meetings. Manage student travel paperwork, insurance, hotel contracts, and related documentation for treks, case competitions, conferences, and other student travel. Support outside real estate organization memberships and related student participation logistics.

Other related functions as assigned.

• Demonstrated adaptability, experience working in a team setting, exceptional attention to detail and organizational skills, and the ability to engage effectively and remain motivated in a dynamic work environment while providing excellent customer service.

• Ability to take initiative in working both independently and in cooperation with others, and to prioritize work and to complete work quickly and accurately. Manage multiple tasks with competing deadlines.

• Experience and proficiency in using computers and technology for word processing, spreadsheets, internet research, maintaining electronic calendars, and effective and professional email communication. Ability to learn and utilize university administrative, financial, procurement, and event management systems to support daily operations.

• Experience coordinating administrative processes, events, travel, financial transactions, or other operational activities requiring accuracy, organization, and effective communication with a variety of internal and external stakeholders.

• Bachelor's degree and at least three years of relevant work experience; or seven years of experience with a High School Diploma/GED.

Relevant education and experience may be substituted as appropriate.

• Knowledge of terminology, processes, and organizations related to commercial real estate.

• Familiarity with event management.

• Familiarity with UT procedures, including financial transactions.

• Experience in a position that requires competency in direct customer service and problem-solving.

• $50,000 + depending on qualifications

• Works in standard office conditions, in a shared office environment.

• Some evening and weekend hours may be required during peak periods and special events.

• Repetitive use of a keyboard at a workstation.

• 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.

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

• Letter of interest

Importantfor 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 thatALLRequired 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 questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

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Retirement Plan Eligibility:

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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 and 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.