Senior Administrative Associate, Global Sustainability Leadership Institute

Job Posting Title:

Senior Administrative Associate, Global Sustainability Leadership Institute

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Hiring Department:

Department of Finance

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Non-Exempt from FLSA

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

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 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 the McCombs School of Business please visit https://www.mccombs.utexas.edu/

Purpose

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.

Responsibilities

Administrative support

• 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

Communication and Brand Support

• 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

Event and Program Support

• 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

Minor Development and Support

• 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: Marginal / Incidental Functions

Required Qualifications

• 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.

Preferred Qualifications

• 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

Salary Range

• $50,000 + depending on qualifications

Working Conditions

• Works in standard office conditions, in a shared office environment.
• Some evening and weekend hours may be required during peak periods and special events.
• Repetitive use of a keyboard at a workstation.
• Should be able to lift up to 25 lbs.
• 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.

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

Importantfor applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.