Administrative Associate

Senior Administrative Associate, Texas McCombs

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 include:

• Prospective Student Support & Communication: Serve as the MBA admissions front line for all phone and email inquiries. Assist callers and individuals who email with their admissions-related questions about requirements and application issues. Manage the MBA email inboxes daily, responding to cases and assigning to other team members when appropriate. Assist walk-in prospective students to the MBA Program Office and meet with them; give them a tour of the building when appropriate.
• Event Support & Communication: Assist with admissions event check-in and set up as 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.

• Perform receptionist functions at a busy receptionist desk.
• 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 school year, and personally staff the front desk during periods when student workers are unavailable (summer, winter break, early morning etc.).
• Maintain reception 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 mail for the office; keep the copy room clean and manage office supply inventory ordering as needed.
• Move and lift shipping boxes coming in and out of the MBA Program Office.
• Manage, review, and approve reservations for all MBA Program Office conference rooms in the Momentus Reservation system.
• Act as back up approval for Rowling Hall reservations in Momentus.

• Assist the McCombs Financial Aid team with communications via phone and email.
• 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 and counsel prospective 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