Senior Administrative Associate, Kay Bailey Hutchison Energy Center

University of Texas at Austin

2d•$50,000

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/ The Kay Bailey Hutchison Energy (KBH) Center seeks to be the pre-eminent energy center at the intersection of energy, business, law, and policy. "The focus of the center is education for our students and convening experts and leaders in the energy sector to explore the most pressing issues facing the energy industry today." Senator Kay Bailey Hutchison, Founding Member. Learn more here- https://www.kbhenergycenter-and-initiatives.utexas.edu/ Purpose The KBH Energy Center seeks a dependable and detail-oriented Senior Administrative Associate to provide high-level administrative, operational, and logistical support to the Executive Director and Managing Director, while independently managing core administrative functions critical to the day-to-day operations of the Center. This role focuses on executive scheduling, travel coordination, reimbursement processing, payment processing, council administrative support, and general office management. This position plays an important support function within a dynamic academic center that engages with students, faculty, industry leaders, and public officials.

Requirements

Bachelor’s degree and at least three years of experience coordinating or administering a program; or seven years of experience with a High School Diploma/GED.
Experience scheduling meetings and coordinating logistics for multiple supervisors.
Experience processing expense reimbursements or financial transactions.
Strong organizational skills and attention to detail.
Professional written and verbal communication skills.
Ability to maintain confidentiality and exercise sound judgment.
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.

Responsibilities

Manage and proactively coordinate calendars and schedule meetings for the Executive Director and Managing Director, exercising discretion to prioritize competing demands.
Coordinate logistics for internal and external meetings, including room reservations, technology needs, and participant communications.
Draft, organize, and maintain agendas, briefing materials, and routine correspondence for leadership review.
Independently track follow-up items, deadlines, and action items to ensure commitments are met.
Serve as a trusted administrative liaison between Center leadership and internal and external stakeholders.
Serve as the primary administrative point of contact for the Center, responding to inquiries and routing requests as appropriate.
Establish and maintain organized digital and physical filing systems to support compliance, continuity, and institutional memory.
Coordinate office operations including supplies, shared resources, and administrative workflows.
Support onboarding of staff and student employees, including coordination of access, systems, and required documentation.
Process and track administrative payments, reimbursements, and routine financial documentation in coordination with Center leadership and McCombs administrative offices.
Independently coordinate and manage complex travel arrangements for Center leadership, including multi-day and multi-city itineraries.
Prepare detailed travel itineraries and logistical schedules to support efficient and compliant travel.
Assist with travel logistics for Senator Kay Bailey Hutchison, as applicable, requiring a high degree of discretion and professionalism.
Process reimbursements and expense reports in compliance with university policies.
Maintain accurate and organized documentation to support audits and reporting.
Maintain and regularly update Council contact lists, records, and engagement materials.
Coordinate scheduling, logistics, and material distribution for Council meetings.
Support annual Council dues invoicing, including coordination with McCombs finance offices, tracking payments, and conducting follow-up communications as needed.
Draft communications, briefing materials, and follow-up documentation for leadership review.
Track Council-related action items and support ongoing engagement efforts, particularly as they relate to fundraising and strategic initiatives.