Administrative Associate, Texas McCombs - Austin, United States - The University of Texas at Austin

Description

Job Posting Title:

Administrative Associate, Texas McCombs

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Hiring Department:

Energy Management and Innovation Center

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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

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.

To learn more about the McCombs School of Business, please visit The Kay Bailey Hutchison Energy Center seeks to be the pre-eminent energy initiative at the intersection of energy, business, law, and policy. "The focus of the center is education for our students and convening experts and leaders in the energy sector to explore the most pressing issues facing the energy industry today." Senator Kay Bailey Hutchison, Founding Member. Learn more here-

Purpose

This Administrative Associate will provide administrative support to the programs and events of the Kay Bailey Hutchison Energy Center by providing direct assistance to the KBH Energy Center operations and its team members.

Responsibilities

Operational Support

• Serve as the primary administrative assistant for the Kay Bailey Hutchison Energy Center including multiple staff members, academic directors, and affiliated faculty. Submits and processes all required UT documentation related to travel, events, reimbursements, and purchases using the University's, McCombs Business School's, and the department's existing processes and systems. Utilizes existing UT procurement systems (UT Market, Pro Card, etc.) to order and process Center-related expenses. Clearly track submission and receipt of funds in real time to manage expenses. Coordinates travel, including confirming flight and car arrangements, creating itineraries, and processing reimbursements for faculty members, staff members, leadership, and department meetings/events. Manages calendars often requiring independent decision-making. Directly schedule meetings, including doodle poll/availability compilation.
• Compose and prepare relevant business correspondence, reports, presentations, materials, and notices, and assist with follow-up materials as requested. Maintain copies of documents for office files. Responsible for team-focused collaboration and flexible contribution within Center-identified priorities.
• Serves as the primary point of backup and coverage for other team members. Related responsibilities may transition over time as the Center's needs grow or shift. Other duties as assigned.

Event Coordination

• Provide support and coordination for events for McCombs centers via planning, marketing, executing, and corresponding with staff and volunteers for events (sizes ranging from attendees) including forums, conferences, trade expos,roundtables, advisory committee meetings, career fairs, industry speakers, roundtables, galas, symposiums, and panel. This will include managing multiple registrations simultaneously, arranging facilities and catering, assisting with vendor payments, and coordinating travel arrangements of guests, all in accordance with UT policies and procedures.

Database Management

• Compile, update, and maintain email lists and contacts in UT databases.
• Process contact reports for events/meetings/visits, etc.
• Assist in the management of KBH Energy Center and McCombs Energy Council membership dues.

Required Qualifications

• Demonstrated success in a customer service environment and the ability to communicate effectively with different constituencies through a variety of media.
• Effective communication skills and ability to work independently as well as collaborate in a team-oriented environment.
• Previous success managing multiple projects, assessing work priorities, and as well as regular ability to meet deadlines.
• Demonstrated proficiency in organizing and recording data.
• Proficiency with software, especially MS Word, Excel, and Outlook, and comfort learning new technologies.
• 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.

Preferred Qualifications

• Bachelor's degree in Communications or Business.
• More than the required relevant experience.
• Experience with building professional relationships with students, sponsors and/or other external stakeholders through outreach and other forms of engagement.
• Prior experience with event planning: conferences, trade expos, round tables, meetings, career fairs, industry speakers, panels, dinners, travel, networking receptions, etc.
• Experience with University of Texas policies, procedures, and administrative systems.

Salary Range

$43,000 + depending on qualifications

Working Conditions

• Works conditions: may work in an open reception area with frequent interruptions and background noise.
• Some evening and weekend hours may be required during peak periods and special events.
• Repetitive use of a keyboard at a workstation.
• 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 and is eligible for occasional remote work.

Required Materials

• 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 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 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 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.