Administrative Associate, BBA Outreach & Scholarships, 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/

Provide administrative support to the BBA Outreach and Scholarship team in the McCombs School of Business BBA Program Office, a top ranked business school at a leading public research university. This position will support activities that enhance the prospective student experience.

• Assist with planning and logistics for outreach events, which includes three high school summer camps, student workshops, and recruiting events for prospective students. Make room reservations. Work with vendors to ensure invoices are accurate and are paid in a timely manner. Maintain a list of vendor information for ordering.
• Provide general administrative support for the team, which includes making room reservations, maintaining inventory of office supplies and marketing materials, and ordering as needed. Support Outreach office operations by performing other general clerical duties.
• Create financial transactions such as purchase orders, contract submissions, payment vouchers, and travel reimbursements using University applications. Assist with tracking and managing budgets for various accounts.
• Provide a professional and friendly atmosphere for the BBA Outreach front desk. Greet and direct visitors, answer phone, respond to email inquiries, and provide general information to guests. Manage appointment system for Outreach Team.
• Create and track work requests with campus service providers.
• Support additional areas of Student Affairs division of the BBA Program Office as needed.

• Effective communication skills and ability to work independently as well as collaboratively in a team-oriented environment.
• Proficiency with software, especially Microsoft Office Suite (e.g., Word, Excel, Bookings, SharePoint, Teams, Outlook) and comfort learning new technologies.
• Previous success managing multiple projects, assessing work priorities, and meeting project deadlines.
• Strong problem-solving skills.
• Demonstrate outstanding organizational skills and attention to detail.
• Bachelor's degree and one year of experience at the Administrative Assistant level, or high school graduation or GED and five years of clerical experience, including one year of experience at the Administrative Assistant level.
• Relevant education and experience may be substituted as appropriate.

• Prior experience with event planning, booking travel, and account auditing.
• Experience using Salesforce.
• Experience with University of Texas policies, procedures, and administrative systems andinfrastructure.
• Ability to speak Spanish.

$45,000 annually

• Works in standard office conditions with repetitive use of a keyboard at a workstation.
• Works in an open office environment at a shared front desk. Serves as first point of contact for office visitors.
• Some evening and weekend hours are required during peak periods and special events.
• 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) [PDF]
• E-Verify Poster (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.