Senior Administrative Associate, Texas McCombs

The University of Texas at Austin•Austin, UT

2d•Onsite

About The Position

The Senior Administrative Associate plays a pivotal role in the efficient functioning of the McCombs Real Estate Center, serving as the primary administrative and operational support professional for the Center. This position provides essential support in financial transactions, donor and Advisory Council administration, event coordination, travel arrangements, student engagement initiatives, and program support. This role requires a detail-oriented individual with exceptional organizational skills, the ability to work both independently and collaboratively, and a commitment to delivering outstanding customer service to students, faculty, donors, industry partners, and other stakeholders.

Requirements

Demonstrated adaptability, experience working in a team setting, exceptional attention to detail and organizational skills, and the ability to engage effectively and remain motivated in a dynamic work environment while providing excellent customer service.
Ability to take initiative in working both independently and in cooperation with others, and to prioritize work and to complete work quickly and accurately.
Manage multiple tasks with competing deadlines.
Experience and proficiency in using computers and technology for word processing, spreadsheets, internet research, maintaining electronic calendars, and effective and professional email communication.
Ability to learn and utilize university administrative, financial, procurement, and event management systems to support daily operations.
Experience coordinating administrative processes, events, travel, financial transactions, or other operational activities requiring accuracy, organization, and effective communication with a variety of internal and external stakeholders.
Bachelor’s degree and at least three years of relevant work experience; or seven years of experience with a High School Diploma/GED.
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.
Resume/CV
3 work references with their contact information; at least one reference should be from a supervisor
Letter of interest

Nice To Haves

Knowledge of terminology, processes, and organizations related to commercial real estate.
Familiarity with event management.
Familiarity with UT procedures, including financial transactions.
Experience in a position that requires competency in direct customer service and problem-solving.

Responsibilities

Manage Advisory Council member donations and membership records, including invoicing, tracking, follow-up, and related communications.
Coordinate with the Development Office to claim donations, reconcile gifts, track member payments, and ensure donor and membership records are accurate.
Support ongoing Advisory Council communications, stewardship, and membership reporting.
Serve as a primary operational and administrative support role for the Real Estate Center.
Coordinate with the Finance Department’s Interface Manager and other campus units as needed on financial transactions, documentation, reimbursements, purchases, and account tracking.
Assist with expenditures, donations, endowment allocations, and supporting documentation for compliance and donor reporting.
Administer purchases of office goods and services following established university and departmental guidelines.
Collaborate with the UT Business Contracts Office to execute and manage contracts.
Track Center expenditures throughout the year and maintain accounting records for budgeting purposes.
Provide exceptional customer service, maintain a professional office environment, and help students, industry partners, and campus stakeholders navigate Real Estate Center resources and programs.
Provide limited support to the Finance Office as needed, including assisting with basic administrative or transactional tasks related to Center financial processes.
Support communication and coordination with Real Estate Center-affiliated student organizations, including RECS, URES, and GRES.
Help maintain regular contact with student leaders to support alignment across student programming, outreach, events, and Center priorities.
Coordinate student outreach efforts, including communications, membership reminders, program promotion, and student engagement tracking.
Manage and support Real Estate Center student associates, including those serving in RECS leadership roles.
Help assign projects, track progress, coordinate schedules, and ensure student associates are supporting Center programs, communications, events, and outreach efforts effectively.
Support undergraduate and graduate student programming, outside real estate organization memberships, student case competitions, and related student engagement initiatives.
Assist in coordinating Real Estate Center events, including student programs, Advisory Council events, networking events, treks, conferences, case competitions, and other Center activities.
Coordinate venues, contracts, catering, A/V services, work orders, registrations, check-ins, guest assistance, and day-of logistics.
Support planning and execution for the biannual Real Estate Center Professional Conferences and other major Center events.
Make independent decisions regarding event details when appropriate and help lead after-action reviews to improve future events.
Coordinate travel arrangements, authorizations, and reimbursements for Center staff and students.
Process reimbursements for local travel and outside constituent meetings.
Manage student travel paperwork, insurance, hotel contracts, and related documentation for treks, case competitions, conferences, and other student travel.
Support outside real estate organization memberships and related student participation logistics.
Other related functions as assigned.