Senior Administrative Associate, Global Sustainability Leadership Institute

University of Texas at Austin

12d•Onsite

About The Position

This position provides administrative support to the Global Sustainability Leadership Institute (GSLI), housed in the McCombs School of Business in partnership with the Moody College of Communication. The Senior Administrative Associate will support the Managing Director and the Senior Program Manager with administration and program execution and communication, and will assist in coordinating the GSLI’s Minor Degree program. We are looking for an organized problem-solver with an entrepreneurial mindset and heart for impact.

Requirements

Bachelor’s degree and at least three years of experience coordinating or administering programs; or seven years of experience with a High School Diploma/GED.
Demonstrated ability to manage complex calendars, coordinate meetings and events, organize logistics, and support multiple priorities in a fast-paced professional or academic environment.
Strong written and verbal communication skills, with the ability to interact professionally with faculty, staff, students, alumni, donors, advisory council members, and external partners.
Excellent organizational skills and attention to detail, including the ability to track deadlines, maintain records, follow processes, and ensure timely follow-through.
Ability to work collaboratively as part of a small team while also managing independent responsibilities with limited supervision.
Commitment to providing responsive, high-quality service to a broad range of internal and external stakeholders.
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.
This is an Austin, TX-based position.

Nice To Haves

Bachelor’s degree in Sustainability, Business, Communication, Marketing or Education.
Work experience in sustainability- and impact-focused organizations
More than the required relevant experience.
Prior experience with advising or supervising students.
Experience managing social media in a business environment.
Experience with graphic design (Canva, Adobe)
Experience with University of Texas policies, procedures, and administrative systems or experience in educational institutions

Responsibilities

Process expense authorizations, purchase requests, bill payments, and individual reimbursements using McCombs intranet system.
Provide administrative support for SIIF internship fund
Organize GSLI documents via UT Box and Google Drive and manage access.
Provide support to affiliated student organizations (such as ordering materials and booking rooms)
Attend various staff meetings as appropriate; take notes at meetings as needed
General office duties, research, and inquiry referrals.
Schedule meetings and send calendar notifications
Maintain and manage UT Box and other operational documents and archives
Order office and event supplies.
Support transition to the Institute for Sustainability and Leadership
Keep records for all purchases in a budget spreadsheet
Represent the GSLI at future academic fairs or events as determined by the GSLI Managing Director; the employee should be able to articulate the center’s mission, programs, and application process
Document organizational processes
Manage branded products – coordinate with vendor, process licensing requests, execute orders, and manage inventory.
Monitor social media mentions.
Create content as needed, and as directed by the Program Manager.
Contact campus and community partners with event information, as directed by the Program Manager.
Compile and design the GSLI’s newsletter, The Innovator, with the approval/support of the GSLI Program Manager.
Complete the McCombs CMO office’s social media calendar weekly at the direction of the Program Manager.
Work directly with student workers to produce communications materials, such as flyers.
Post and pick up flyers
Manage mailings (including procurement of materials and sending packages)
Support the Program Manager in documenting impact for events and programs; help develop and distribute surveys as needed, and compile results
Support the Program Manager in developing semester Impact Reports
Support the Program Manager and student workers in creating video storyboards as needed
Edit images and videos as needed
Provide general support for events including external meetings, workshops, guest speakers, and activities with affiliated student organizations.
Support GSLI programming development as needed from the Program Manager or Managing Director; examples of incidental needs include research on other school’s programs, discussions with students, and schedule management
Plan logistics and calendaring for GSLI events and programming in academic year
Work with Media and Tech services as needed for GSLI activities; schedule recordings, reserve equipment, and interface with tech representatives
Maintain member lists, support planning and execution, send invitations, and manage event registration.
Submit room reservations.
Manage catering orders.
Coordinate with administrative staff of campus partners for joint events and programs.
Assemble event/program materials for use during academic year
Support the development of the Sustainability Minor
Support the operations of the Sustainability Minor Faculty Committee through calendaring, meeting reservations, email reminders, documentation, meeting minutes, etc.
Communicate and coordinate with the McCombs Undergraduate Office and other campus entities for course listings, approvals, etc.
Develop and organize course listings for the Minor; seek approval for listing from course departments
Generate a communications list for the Sustainable Business Minor
Other related duties as assigned