Administrative Assistant, Texas McCombs

The University of Texas at Austin•Austin, UT

4d•Hybrid

About The Position

Responsible for providing operational and administrative support to the MBA Recruiting, Admissions, and Marketing team at the McCombs School of Business. This position is integral to application processing and business affairs. 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.

Requirements

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.
Demonstrated success in a customer service environment and the ability to communicate effective relationship management.
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 in meeting deadlines.
Demonstrated proficiency in organizing and recording data.
Proficiency with software, especially MS Word, Excel, and Outlook and comfort learning new technologies.
Relevant education and experience may be substituted as appropriate.
Applicants must be legally authorized to work for any employer in the United States.
This position is not eligible for sponsorship of work visas.

Nice To Haves

Bachelor's degree and 2-3 years' experience performing complex administrative functions.
Experience working in an academic environment.
Prior experience with administrative work, event planning, or working in a higher education institution
Experience managing business affairs and processes.
Experience with University of Texas policies, procedures, and administrative systems.
Experience in Salesforce, Slate, or another CRM or applicant management system.

Responsibilities

Support business administrative processing for the MBA admissions team and the McCombs Ambassador Committee.
Process purchasing requests by submitting administrative forms like Official Occasion Event Forms, Requests for Travel Authorization, Purchase Orders, Contracts and supporting documentation including Best Value Determinations, Prepayment Approval Forms, Employee/Independent Contractor Classification Checklists, and Payee Information Forms.
Process payment requests to vendors for services and events and process reimbursements to staff for events and travel.
Complete application processing for all MBA programs. Verify applications are complete, conduct application audits for missing information, reach out through emails and phone calls to applicants letting them know about missing items, follow workflow assignments, upload necessary application materials, and process final decision release and any updates to applicant status.
Assist with application review process through bulk creation of reader review and committee forms, bulk creation of interview time slots, and helping coordinate scheduling changes.
Manage admitted student access through various community portals managed by Admissions, McCombs+, and Student Affairs.
Primary point of contact between MBA admissions team and UT’s Office of Graduate Admissions.
Manage application fee waiver requests.
Support admissions officers with updates on missing items and application status.
Support MBA admissions and marketing teams on running in-person and virtual events, including but not limited to corresponding with registrants via email regarding event updates or registration, compiling event materials, helping with event setup and strike, managing check in for attendees at events, monitoring/answering questions for chat/Q&A at virtual events, uploading attendance lists into CRM.
Coordinate tracking of equipment inventory and office supply orders for MBA Admissions and Marketing.
Assist Admissions and Marketing team with purchases related to conference registration, professional organizations and subscriptions.