Administrative Associate, BBA International Programs - Texas McCombs

The University of Texas at Austin-posted about 11 hours ago
Full-time • Entry Level
Hybrid • Austin, UT
5,001-10,000 employees
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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 Purpose Provide administrative support for BBA International Programs (IP) team, in the Texas BBA Program Office in the McCombs School of Business, a top-ranked business school at a leading public research university.

  • Provide faculty-led and custom program business operations support: handle purchasing and payment processes (entertainment and food forms, purchase orders, ProCard use, invoices and reimbursements, program deposits, student billing, etc.).
  • Support various program processes such as partner agreements and student scholarships for International Programs.
  • Process travel documents and cash advances for International Programs faculty and support staff.
  • Book transportation, housing, classrooms, and excursions for domestic program activities.
  • Manage IP team administrative processes: handle bookings and logistics for IP events, meetings, student sessions, and other events.
  • Support the operational organization of team resources, calendars, and workflow/project management.
  • Manage the IP general email account and respond to inquiries.
  • Create team meeting agendas and organize shared documentation.
  • Create documents or printed materials for various IP activities.
  • Support financial processes and monitor, process, and audit transactions for IP accounts.
  • Support the upkeep of shared platforms, manuals, and other resources used by students, faculty, or staff.
  • Serve on study abroad program and scholarship selection committees as needed each semester.
  • Order supplies as needed.
  • Support other international program and exchange processes as needed: assist in the credit transfer, course scheduling, and registration processes.
  • Request web updates or help update program pages.
  • Organize an annual photo contest.
  • Collaborate with units across campus that support BBA IP processes.
  • Serve as a staff volunteer during Office Wide Programming (commencement, career expo, mock interviews, freshmen and transfer orientation).
  • Other related functions as assigned, potentially within other BBA Program Office areas.
  • 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.
  • Strong interpersonal skills and demonstrated ability to communicate well in person and in writing.
  • Strong problem-solving skills and previous success assessing workload, prioritizing tasks, and meeting deadlines to successfully manage concurrent projects for multiple areas with accuracy.
  • Demonstrated ability to work independently and collaboratively as part of a team.
  • Experience with Microsoft Office Suite.
  • Ability to learn new technology tools and applications.
  • Relevant education and experience may be substituted as appropriate.
  • Education/Experience beyond the required.
  • Advanced knowledge of Microsoft Office Suite, especially with Excel.
  • Experience with web functions and UT systems such as Mainframe.
  • Experience coordinating events and processing travel vouchers, including travel for special guests/staff.
  • Experience working effectively within the UT administrative infrastructure.
  • Experience with business support functions in a university academic department or executive office.
  • Experience maintaining budgets.
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