Senior Administrative Associate, Texas McCombs

University of Texas at Austin

1d • Onsite

About The Position

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 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 the McCombs School of Business please visit https://www.mccombs.utexas.edu/
Purpose
Provide complex administrative and operational support to the Career Management & Corporate Relations (CMCR) department. Manage business affairs and administrative processes, operations, technology platforms, staff onboarding, branded merchandise, and assist with event logistics and communications while supporting department initiatives and special projects. This role is a member of the CMCR Operations team and works collaboratively with all department teams to complete administrative functions and streamline operations for the Career Education & Coaching, Employer Engagement, Alumni Engagement and Industry Engagement teams, providing customer service excellence at all touchpoints.

Requirements

• Bachelor's degree and three years’ of professional administrative experience, or high school graduation or GED, and seven years of professional administrative experience, including one year of experience at the Administrative Assistant level.
• Demonstrated ability to manage multiple priorities in a fast-paced environment with accuracy and attention to detail
• Strong organizational and problem-solving skills
• Positive attitude and excellent teamwork/collaboration skills, with proven ability to build relationships and communicate effectively
• Ability to work independently with minimal instruction
• Proficient in Microsoft Office Suite (Outlook, Excel, Teams, etc.).
• Relevant education and experience may be substituted as appropriate.

Nice To Haves

• Working knowledge of UT policies, procedures and administrative systems
• Experience in higher education, operations or customer-facing administrative roles
• Ability to manage high-volume workload and adapt to competing priorities
• Experience interacting effectively with students, faculty, alumni and recruiters
• Experience with PeopleGrove, 12Twenty, Smartsheet and database/CRM management, and/or ability to learn new technology quickly

Responsibilities

• Operational Efficiency and Effectiveness Align administrative and operational processes across department, contribute to departmental process improvement strategies and improve efficiency through technology; Collaborate with McCombs Business Affairs to stay up to date on university policies and updates Manage procurement processes for all department teams with accuracy: track expenses, coordinate cross-team orders, submit purchase requests, payments, reimbursements, contracts, pro-card requests, subscriptions, UT market orders, etc. Assist with management of department technology platforms by providing backend admin-level support, content management and engagement on RecruitMcCombs and McCombs Connect
• Staffing Manage onboarding processes for new staff members and general staffing updates: submitting laptop and software access requests to IT team, keys requests, badge access, name plates, business cards, mailing list updates, office assignments and coordinating office equipment orders Create and maintain onboarding documents and online training resources for department staff Assist teams with interview coordination, communications and scheduling as needed
• Asset & Merchandise Management Maintain equipment inventory database for department and lead annual inventory tracking initiative to ensure compliance with university policy. Responsible for coordinating purchase of new laptops, monitors, or other tech equipment for employees based on maintenance schedules and warranty end dates. Lead purchasing of branded, promotional merchandise, coordinating orders and distribution for all department teams. Work with internal and external vendors to streamline merchandise procurement processes, manage trademark and licensing requests, purchase orders, payments and delivery of merchandise. Manage office supply inventory and purchasing, breakroom/office supplies, parking vouchers and event materials; coordinate maintenance and service requests with University Facilities
• Communications Provide cross-team communication support to resolve communication and calendaring conflicts, coordinate with CMCR Head of Operations and Engagement on departmental communications and updates; maintain manual/SOP for all duties and responsibilities Manage CMCR digital inbox and department mailbox, routing communications and distributing mail as needed Review and update small-scale promotional marketing materials and informational digital/printed documents (one-pagers, flyers, brochures) for department teams, aligning with upcoming events and teams’ communication strategies
• Event Support and Team Engagement Support monthly departmental meetings by providing in-person and virtual event support, including event set up/breakdown, overseeing event logistics, facilities and technology management and organization of virtual breakouts Promote community building and positive team culture via planning and execution of department events: development sessions, holiday celebration, summer retreat and other team-building events and trainings Assist department teams with respective event logistics: room reservations, facilities/custodial requests, purchase and payment requests, catering and vendor inquiries; provide on-site assistance as needed. Maintain and contribute to online team resources: department website, development library, training documents and onboarding guides

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level