Senior Administrative Program Coordinator, Texas McCombs

University of Texas at Austin

8d•$55,000•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 Senior Administrative Program Coordinator will serve as Finance Department administrator and Wall Street for McCombs (WSFM) Program Coordinator. This position will centralize program operations to support new program initiatives and ensure efficiency in administrative processes.

Requirements

Bachelor's Degree and five years of experience coordinating programs and/or events.
Solid experience with maintaining calendars, scheduling meetings and related logistical details.
Effective communication skills and ability to work independently as well as collaborate in a team-oriented environment.
Previous success managing multiple projects, assessing work priorities, and as well as regular ability in meeting deadlines.
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

Demonstrated success managing and supporting an administrative office.
Working knowledge of UT policies and procedures.
Experience with University systems, including Request Form System and UT Tracker, Docusign, UT Box, OneDrive and Smartsheets.
Experience with UT Financial Systems including DEFINE, FRMS, PointPlus, Contracts+, and UT Market.
Related experience in an academic setting.

Responsibilities

Maintain and update a WSFM CRM system, including student and alumni records, investment banking interview tracking, and inbound alumni engagement.
Develop standardized onboarding packets for WSFM students to manage application and selection processes for WSFM participants.
Manage and centralize database of historical investment banking interview questions sorted by year and bank.
Oversee budget operations including annual budget preparation, monthly expense tracking, and income/gift reporting.
Create and manage new-to-be-formed WSFM-Investment Banking Center web site.
Coordinate alumni involvement in investment banking recruiting and advisory activities.
Establish and manage the new-to-be-formed WSFM Advisory Committee, including planning the annual advisory event including dues processing.
Draft and distribute quarterly newsletters to alumni, donors and partners, highlighting WSFM progress and opportunities.
Partner with Development and External Relations, Career Management and Corporate Relations and other School and University stakeholders to meet programmatic goals.
Coordinate all WSFM-related classroom, speaker, and networking events.
Obtain necessary approvals, process vendor payments, and reconcile IDT charges.
Oversee event and travel logistics for 4–5 annual trips to New York, including company visits, alumni receptions, and council meetings.
Design and manage WSFM’s social media presence, including Instagram and LinkedIn WSFM Group activities in accordance with University and McCombs policy.
Create creative, sophisticated yet professional content to highlight student and alumni achievements, promote events, and strengthen brand recognition.
Ensure consistent messaging across all communications channels, including newsletters and external reports.
Oversee main office day-to-day operations which consists of answering telephone calls, assisting faculty with photocopying, room reservations, assisting students, maintaining equipment inventory, maintaining office supply inventory, making coffee, sorting and distributing mail, maintaining the department webpage, and supervising the student staff.
Work with faculty to coordinate the department's seminar series which consists of submitting prior approval paperwork (RTAs and OOEFs), making hotel reservations, scheduling meetings with faculty, and processing reimbursements using the McCombs Intranet. This position will also coordinate department events which may include creating invitations, tracking RSVPs, and processing contracts for catering or venue rentals.
Initiate purchases, payments, contracts, and POs for the department.
Assist faculty with research-related purchases and travel reimbursements.
Process vendor payments using the McCombs Intranet or ProCard.
Other related functions as assigned