Administrative Associate, 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

The Administrative Associate position is the primary representative for the McCombs School of Business Dean's Office. In addition to welcoming guests, the role will support business and event operations in collaboration with Dean's Office and Business Affairs teams.

• Open and close the Dean's Office suite. Maintain lost and found items, log, and work with UTPD on collecting items in a timely manner. Check out room keys to authorized individuals and maintain key checkout logs. Ensure keys are returned promptly. Serve as the first point of contact in the MSB Dean's Office by providing exceptional customer service. Greet visitors, answer questions, and provide directions to the appropriate academic and program offices. Answer multi-line phone and field all questions that come to the school. Assist callers by providing requested information or forwarding the call to the appropriate office or individual. Maintain the Dean's Office reception area ensuring the area presents a professional appearance. Work collaboratively as a member of the Business Affairs team.

• Serve as administrative support for the department's Administrative Operations Manager, submitting purchase orders, invoices, and Official Occasion Expense Forms in accordance with UT and MSB procurement and business policies

• Open, sort, and distribute mail for the office; keep the copy room clean and manage office supply inventory ordering as needed. Receive funds for MSB following all UT and MSB cash handling policies and procedures. Maintain check register log and check files for MSB and the MSB Foundation. Update the log to reflect the transfer of funds to an individual. This log must be maintained daily as it is a vital process in cash handling procedures. Must be able to provide the log of all transactions related to cash handling of funds from receipt of the funds to the deposit of the funds.

• Efficiently manage the processing of vendor invoices, particularly those received via US Mail and our MSB Accounts Payable email. Maintain clear communication channels with vendors and various MSB departments to ensure all necessary information is provided for the timely submission of invoices. Proactively identify opportunities for process improvement within the vendor invoice workflow and provide recommendations to Business Affairs and relevant departments

• Other related functions as assigned.

• Self-starter and self-reliant ability to work efficiently, independently and with little supervision.

• Demonstrated proficiency in organizing and recording data as well as regular ability in meeting deadlines.

• Excellent interpersonal, verbal and written communication skills.

• Experience using Microsoft Office.

• Regular and punctual attendance.

• Demonstrated commitment to providing excellent customer service and previous experience in a customer-oriented environment.

• High School graduation or GED and five years of clerical experience, or Bachelor's degree and one year of experience performing complex administrative functions.

Relevant education and experience may be substituted as appropriate.

• Demonstrated excellent use of judgment and decision-making.

• Demonstrated organizational skills.

• Demonstrated attention to detail and ability to manage concurrent projects with accuracy.

• Knowledge of university procurement and payment policies

• Experience with event planning

• $45,000 annually

• 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

• 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 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.