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

This position provides critical administrative and operational support to the Canfield Business Honors Program (CBHP) within the McCombs School of Business. The Senior Administrative Associate supports program leadership in executing key initiatives, including event coordination, financial and purchasing processes, student organization support, and stakeholder engagement across students, faculty, alumni, and corporate partners. This role is essential to ensuring efficient program operations and delivering a high-quality honors experience.

• Process and track purchasing and payment processes for CBHP and Honors Business Association. Process official occasion expense forms, purchase requests, purchase orders, vendor contracts and payments. Track event budgets and manage expenditures for over dozen accounts. Provide monthly account spending reports to CBHP leadership.

• Coordinate logistics of over 60 CBHP small and large-scale events that connect students with their peers, faculty, alumni and corporate partners. Research venues and reserve rooms. Work with caterers, hosts and vendors to secure orders and process payments, Manage event RSVPs and communication with participants.

• Coordinate travel processes, flight reservations and reimbursements for staff and student travel to recruitment, fundraising and development events and case competitions. Manage office equipment, supplies and promotional items.

• Serve as project manager for annual reports and BHP Directors' presentations. Prepare charts, graphs, PowerPoint slides, reports and statistics in anticipation of and in support of Directors' needs. Provide support for alumni and donor projects including chapter events, alumni record updating, alumni reports and alumni Advisory Board meeting weekend coordination and note recording.

• Interview, hire, train, and supervise student workers responsible for accounts receivable and data entry for Canfield Business Honors and Honors Business Association events. Oversee student workers' processing of payments, including official occasion forms, Tracker reimbursements, and ProCard/Special Events Card transactions.

• Serve as the staff liaison for the Honors Business Association (HBA) student organization. Partner with the HBA leadership team to ensure adherence to university policies and organizational best practices. Provide guidance on event planning and operational compliance, informed by historical HBA programming and institutional knowledge. Support annual HBA leadership transitions by onboarding and advising new HBA officers.

Other related functions as assigned.

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

• Demonstrated ability to manage complex calendars, coordinate meetings and events, organize logistics, and support multiple priorities in a fast-paced professional or academic environment.

• Strong written and verbal communication skills, with the ability to interact professionally with faculty, staff, students, alumni, donors, advisory council members, and external partners.

• Excellent organizational skills and attention to detail, including the ability to track deadlines, maintain records, follow processes, and ensure timely follow-through.

• Ability to work collaboratively as part of a small team while also managing independent responsibilities with limited supervision.

• Commitment to providing responsive, high-quality service to a broad range of internal and external stakeholders.

• Proficiency with software, especially MS Word, Excel, and Outlook and comfort learning new technologies

Relevant education and experience may be substituted as appropriate.

• Experience in a higher education, nonprofit, or professional office setting.

• Familiarity with university travel, reimbursement, payment, and financial systems.

• Experience preparing travel itineraries and supporting senior leaders.

• More than the required relevant experience.

• Prior experience with supervising students.

• Experience with University of Texas policies, procedures, and administrative systems or experience in educational institutions

• $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.