Administrative Associate, Career Management & Corporate Relations, Texas McCombs

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 Support – Provide staff with in-person and virtual event support as needed for department events, including setting up in-person and virtual event logistics, managing breakouts, and facilitating Q&A. Assist with event scheduling, catering, room and venue reservations, vendors; process facilities and custodial requests, purchase orders, OOEFs and payment requests.

• Other functions as assigned.

Required Qualifications

• Bachelor's degree and one year of experience at the Administrative Assistant level, customer service, event planning, recruiting, account management, or related experience or high school graduation or GED, and five years of clerical experience, including one year of experience at the Administrative Assistant level.
• Proficient in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint, Teams). 
• Excellent interpersonal skills.
• Excellent written and verbal communication skills, and attention to detail.
• Excellent teamwork/collaboration skills. Demonstrated ability to build relationships and communicate effectively.
• Ability to effectively manage a high volume of work.
• Strong customer service background and skills.
• Comfortable in a professional business environment.
• Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Bachelor's degree in business administration, communications, or management.
• Professional experience in a career services or human resources role performing a variety of corporate recruiting or career placement activities.
• Demonstrated ability to establish and maintain effective rapport with business students, alumni, faculty, staff, and recruiters.
• Experience with University of Texas policies, procedures and administrative systems.
• Database or CRM management experience, and/or ability to learn new technology quickly. 

Salary Range

• $43,000 + depending on qualifications

Working Conditions

• May work around standard office conditions with repetitive use of a keyboard at a workstation.
• Some evening and weekend hours may be required during peak periods and special events.
• This is an Austin, TX-based position.
• Applicants must be legally authorized to work for any employer in the United States. This position is not eligible for sponsorship of work visas.

Required Materials

• Resume/CV

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