Senior Administrative Associate, Texas McCombs

Job Posting Title:

Senior Administrative Associate, Texas McCombs

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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 from FLSA

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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

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:

Purpose

This administrative position provides front-line support for MBA Admissions, Financial Aid, and the MBA Program Office by managing prospective student communications, application processing, and event support. Oversees daily front desk operations, office logistics, and facilities coordination while delivering exceptional customer service to students, faculty, staff, and visitors.

Responsibilities

Admissions:

• Prospective Student Support & Communication: Serve as the MBA admissions front line for all phone and email inquiries.Assistcallers and individuals whoemail withtheir admissions-related questions about requirements and application issues. Manage the MBA email inboxes daily, responding tocasesand assigning to other team members whenappropriate.Assistwalk-in prospective students to the MBA Program Office and meet with them; give them a tour of the building whenappropriate.
• Event Support & Communication: Assist with admissions event check-inand set upas needed. Contact in-person event registrants prior to events to provide details and confirm attendance. Schedule one-on-one chats with prospective students as needed.
• Application Processing & Communication: Assist with application processing, which involves managing applicant issues related to Kira or ReVera and extending deadlines when needed. Communicate with incomplete MBA applicants via email and text to inform them of any missing items.

MBA Front Desk:

• Perform receptionist functions at a busyreceptionistdesk.
• Provide exceptional customer service to students, faculty, staff, and outside constituents.
• Responsible for opening and closing the MBA Program Office each day.
• Coordinate the front desk student worker schedule to ensure adequate coverage during the schoolyear, andpersonallystaffthe front desk during periods when student workers are unavailable (summer, winter break, early morning etc.).
• Maintainreception area ensuring the area presents a professional appearance.
• Ensure that all MBA printed materials are up-to-date and well stocked.
• Open, sort, and distribute mailforthe office; keep the copy room clean and manage office supply inventory ordering as needed.
• Move and lift shipping boxes coming in and out of theMBAProgramOffice.
• Manage, review, and approve reservations for all MBA Program Office conference rooms in theMomentusReservation system.
• Act as back up approval for Rowling Hall reservations inMomentus.

Financial Aid:

• Assist the McCombs Financial Aid team with communications viaphoneandemail.
• Interface with all programs to help meet deadlines for tuition, triage financial aid traffic during peak times, and help with student support as needed.
• Assist with Financial Aid Communications to students to ensure timeliness of tuition payments, FAFSA renewal, and other standard communications.
• Present financial aid information andcounselprospective students as needed.

Required Qualifications

• Bachelor's degree and three years of experience with clerical functions, hospitality and/or receptionist functions.
• Prior experience planning and coordinating logistics for large events in a customer facing role.
• Demonstrated ability to manage multiple responsibilities simultaneously in a fast-paced environment.
• Ability to work independently with little supervision.
• Excellent written and editing skills.
• Strong interpersonal and teamwork skills.
• Detail oriented.
• Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Prior UT experience.
• Prior experience running a busy office.
• Prior experience using Momentus Reservation system.

Salary Range

• $50,000

Working Conditions

• May work under standard office conditions with repetitive use of a keyboard at a workstation.
• This is an Austin, Texas-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 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:

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:

• 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.