Senior Administrative Associate, Texas McCombs Dean's Office
Full Time
Austin, TX 78701
Posted
Job description
Job Posting Title:
Senior Administrative Associate, Texas McCombs Dean's Office
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Hiring Department:
Red McCombs School of Business
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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
As an Equal Opportunity Employer, Texas McCombs believes that diversity in our faculty, student, and staff populations is integral to our core purpose of educating leaders that create value for society. We welcome applicants from under-represented groups and those who can demonstrate a commitment to inclusion.
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 diverse, 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
The Texas McCombs Dean's Office is recruiting for a Senior Administrative Associate who will focus on event planning and supporting the Associate Dean for Research. This position will work collaboratively with Dean's Office staff to ensure the success of School-wide events and initiatives.
Responsibilities
Support Dean’s Office Events and Initiatives
- Plan a variety of small- to large-scale events including luncheons and receptions each semester, including but not limited to: date selection, event space reservation, catering, event invitations, collecting and consolidating presentation materials, confirmation of technology requirements, and/or submission of vendor payments.
- Create, document, and/or maintain an up-to-date dossier of Dean’s Office policies, processes, workflows, and pre-planning future cycles to a master calendar.
- Serve as the Dean’s office central point of contact working with the Undergraduate BBA Program Office for the Deans’ role in the Winter and Spring commencement ceremonies.
- Serve as the central point of contact for Open Records Requests made to McCombs by distributing requests to the appropriate person/s or department/s and collecting requested data by the assigned deadline.
- Work collaboratively with Dean’s Office staff to support School-wide initiatives, projects and events.
Support Associate Dean for Research
- Compose the Research Monthly Newsletter and Weekly Calendar of Events.
- Manage communications to/from internal and external clients using the official ADResearch email address.
- Participate in McCombs Research Reputation Building projects managed by the Marketing and Communications team and academic departments. Cross-collaborate with McCombs departments, programs or outside CSU’s to produce informational events promoting exciting Research/PhD opportunities.
- Coordinate weekly research presentation lunches and events that include but are not limited to: date selection, event space reservation, composing event flyers and sending invitations, collecting and consolidating presentation materials, confirmation of technology requirements requirements, setting up Zoom meetings, submitting vendor payments, etc.
- Coordinate the activities, programming, and logistics of the annual PhD Conference alongside with the advisement of the PhD Advisors/Coordinators/Council. Organize Research/PhD related travel authorizations and associated administrative processes including conference registrations, travel reimbursements, hotel bookings and other tasks.
- Schedule, attend and record PhD Advisor/Coordinator/Council meetings.
- Support the Faculty Research Committee, in coordination with Faculty Affairs Manager, the IT and Database Committee, and the Behavioral Lab Committee.
- Support administration of Undergraduate Research Assistants for Faculty Research including faculty application uploads and outcome report compilation.
- Forge social activities to connect the PhD student community each semester.
- Collect content for Research Website from faculty and PhD students and maintain web updates
- Gather information from prospective PhD students for future outreach using varying methodologies such as creating surveys, taking polls, running reports, etc.
Required Qualifications
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Demonstrated excellence in organization and time management skills, attention to detail and accuracy.
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Proven interpersonal and communication skills and the ability to provide administrative and student support with discretion, diplomacy, integrity and confidentiality. Strong work ethic and record of punctuality and attendance.
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Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams). Ability to work with databases, spreadsheets, data entry and accounting.
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Demonstrated ability to receive direction and work both independently and in a team-oriented environment.
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Ability to handle frequent interruptions, shift focus between tasks, and maintain flexibility.
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Undergraduate degree and 3 years of experience at the Administrative Assistant level, or high school diploma/GED and 7 years of clerical experience including one year at the Administrative Assistant level.
Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
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Experience working in a university services office or similarly complex organization and working professionally with a diverse group of clients and stakeholders
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Previous work experience at UT Austin, including experience with UT accounting, purchasing, and travel procedures.
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Previous event planning and project management experience
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Previous success in a support role to an upper management or C-suite executive.
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Proficient with graphic design software such as Canva or Adobe Photoshop.
Salary Range
$46,000 - $48,000 + depending on qualifications
Working Conditions
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Works in standard office conditions with repetitive use of a keyboard at a workstation.
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The typical schedule for this position is Monday-Friday 8-5 and is eligible for hybrid work and flexible scheduling.
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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
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Resume/CV
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3 work references with their contact information; at least one reference should be from a supervisor
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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 lefthand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled into 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:
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E-Verify Poster (English)[PDF]
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E-Verify Poster (Spanish)[PDF]
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Right To Work Poster (English)[PDF]
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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
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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.
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