Senior Administrative Associate, Texas McCombs

University of Texas at Austin

4d•Onsite

About The Position

This position provides critical administrative and operational support to the Canfield Business Honors Program (CBHP) within the McCombs School of Business. The Senior Administrative Associate supports program leadership in executing key initiatives, including event coordination, financial and purchasing processes, student organization support, and stakeholder engagement across students, faculty, alumni, and corporate partners. This role is essential to ensuring efficient program operations and delivering a high-quality honors experience.

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.

Nice To Haves

Experience in a higher education, nonprofit, or professional office setting.
Familiarity with university travel, reimbursement, payment, and financial systems.
Experience preparing travel itineraries and supporting senior leaders.
More than the required relevant experience.
Prior experience with supervising students.
Experience with University of Texas policies, procedures, and administrative systems or experience in educational institutions

Responsibilities

Process and track purchasing and payment processes for CBHP and Honors Business Association.
Process official occasion expense forms, purchase requests, purchase orders, vendor contracts and payments.
Track event budgets and manage expenditures for over dozen accounts.
Provide monthly account spending reports to CBHP leadership.
Coordinate logistics of over 60 CBHP small and large-scale events that connect students with their peers, faculty, alumni and corporate partners.
Research venues and reserve rooms.
Work with caterers, hosts and vendors to secure orders and process payments.
Manage event RSVPs and communication with participants.
Coordinate travel processes, flight reservations and reimbursements for staff and student travel to recruitment, fundraising and development events and case competitions.
Manage office equipment, supplies and promotional items.
Serve as project manager for annual reports and BHP Directors' presentations.
Prepare charts, graphs, PowerPoint slides, reports and statistics in anticipation of and in support of Directors' needs.
Provide support for alumni and donor projects including chapter events, alumni record updating, alumni reports and alumni Advisory Board meeting weekend coordination and note recording.
Interview, hire, train, and supervise student workers responsible for accounts receivable and data entry for Canfield Business Honors and Honors Business Association events.
Oversee student workers’ processing of payments, including official occasion forms, Tracker reimbursements, and ProCard/Special Events Card transactions.
Serve as the staff liaison for the Honors Business Association (HBA) student organization.
Partner with the HBA leadership team to ensure adherence to university policies and organizational best practices.
Provide guidance on event planning and operational compliance, informed by historical HBA programming and institutional knowledge.
Support annual HBA leadership transitions by onboarding and advising new HBA officers.
Other related functions as assigned.