Administrative Associate

Senior Administrative Associate, Texas McCombs

Reporting to the Assistant Director, the Senior Administrative Associate position supports the Department of Finance and is responsible for ensuring the operational success of the department and assisting with logistics of compelling, high-quality events.

Purchasing and Payments

• Initiate purchases, payments, contracts and Purchase Orders. Process vendor payments, as needed, using department's ProCard and Travel Card. Assist faculty with research-related purchases and travel reimbursements. Set-up new vendors as needed.
• Serve as the primary liaison Department's affiliated centers on purchasing and payment policies and procedures.

Coordinate department events and seminar series

• Provide support for department events that range from invited guest speakers, seminar series to other department-sponsored events such as conferences and symposia. Activities will include: identifying event venues and submitting room reservations as needed; managing of guest lists; ensuring event venue has necessary A/V set-up; assembling materials, managing catering order, event set-up, execution, and tear-down; assisting participants with various needs and requests.
• Schedule meetings, make hotel reservations, manage travel authorizations and reimbursements and support invited guests as needed.
• Support the events and programs of the department's affiliated centers as needed.

Department of Finance Front Desk Operations

• Oversee the daily operations of the main department office. This includes, but is not limited to: answering telephone calls and email inquiries; maintaining office supply inventory, equipment inventory, records retention schedule and the department webpage; assisting faculty with classroom preparation, photocopying materials and making room reservations; assisting students; distributing mail; and managing facilities operated by the Department of Finance
• Supervise, hire, coordinate students' work schedule and assign work to student employees

Faculty Recruiting, Promotions, Awards, and Annual Reviews

• Coordinate faculty recruiting logistics and assist the AOM with the preparation of promotion, award, and annual review materials.

Department Initiatives, Special Projects and Partnerships

• Support department-related PhD program activities, document and maintain administrative processes.
• Partner with the Department's affiliated centers on training activities for new team members related to departmental procedures and best practices.

Other Duties As Assigned

Required Qualifications

• Bachelor's degree and at least three years of experience coordinating or administering programs; or seven years of experience with a High School Diploma/GED.
• Demonstrated ability to manage complex calendars, coordinate meetings and events, organize logistics, and support multiple priorities in a fast-paced professional or academic environment.
• Strong written and verbal communication skills, with the ability to interact professionally with faculty, staff, students, and School stakeholders.
• Excellent organizational skills and attention to detail, including the ability to track deadlines, maintain records, follow processes, and ensure timely follow-through.
• Ability to work collaboratively as part of a small team while also managing independent responsibilities with limited supervision.
• Commitment to providing responsive, high-quality service to a broad range of internal and external stakeholders.
• Proficiency with software, especially MS Word, Excel, and Outlook and comfort learning new technologies

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Previous experience and working knowledge of University of Texas policies, procedures, and administrative systems or experience in educational institutions
• Prior experience with advising or supervising students.
• Prior experience as a Senior Administrative Associate managing payment and procurement policies and processes.
• Previous event management experience

Salary Range

• $50,000 - $55,000 + depending on qualifications

Working Conditions

• Works in standard office conditions, in a shared office environment with repetitive use of a keyboard at a workstation.
• Some evening and weekend hours may be 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.

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest