Administrative Associate, Texas McCombs

University of Texas at Austin

1d•$45,000•Onsite

About The Position

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 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.

Requirements

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.

Nice To Haves

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

Responsibilities

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.