Job Posting Title:

Senior Administrative Associate, MBA Program Leadership, Texas McCombs

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Hiring Department:

Red McCombs School of Business

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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

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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 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

This role provides essential administrative and strategic support to the Senior Assistant Dean for the FT MBA and the Associate Dean for Graduate Programs, enabling them to focus on high-impact priorities rather than daily operational tasks. It ensures continuity in managing cross-team calendar coordination, supporting student and faculty engagement, and executing key events and initiatives that enhance faculty effectiveness, program visibility, and school reputation.

Responsibilities

Administrative Support to Full-Time MBA Program Leadership

Provide comprehensive administrative support including scheduling meetings and managing complex calendars, coordinating resources, and preparing reference materials for the Senior Assistant Dean of the Full-Time MBA Program and the Associate Dean for Graduate Programs.  Collaborate with internal and external partners to align engagement with Full-Time MBA student schedules.Build and maintain strong relationships with students, faculty, staff, and alumni.Assist with surveys and program assessment initiatives, ensuring timely data collection and accurate reporting.

Events, Logistics, Special Projects and Initiatives

Manage the administrative/operations of area events and logistics. Collaborate with other MBA functional area events to provide feedback regarding dean-level input and concerns. Responsible for administrative area budget, review and compliance.Organize and coordinate MBA Program events, meetings, and special activities including Lunch & Learns, staff development and other events on behalf of the Associate Dean and Sr. Assistant Dean for Full-Time MBA Program. Prepare and distribute agendas and handouts, arrange room reservations, catering, and other administrative details.Lead strategic initiatives and projects that are high priority, lacking necessary resources, or of strategic impact.Oversee Hildebrand MBA special events and programs on behalf of deans.Lead team operations for Graduation Committee meetings, including manage VIP visits and travel arrangements for graduation speaker.Process awards for student competitions, requiring attention to detail and comprehensive execution with multiple external stakeholders.Oversee Texas Business Hall of Fame (not McCombs) relationship and scholarship process.Provide additional support for program office initiatives that include, but are not limited to: MBA Alumni Ambassador Awards, Poets and Quants Best and Brightest, Endowed Excellence Funds, Leadership and Service Award.

Core Faculty Support for Full-Time MBA Program

Maintain and update Canvas page for the Full-Time MBA’s core faculty.Coordinate Core Coordination Lunches.Provide faculty with program resources, cohort lists and student rosters, printing, lockers, etc.Coordinate logistics for faculty meetings including room reservations, catering, agendas, handouts, and timely communication.

General Academic and Program Operations Support

Support MBA Program Offices’ Director of Operations as back-up manager for office needs, staff meetings, and front desk management.Collaborate with other staff to provide counsel on administrative matters or decisions affecting interdepartmental relationships.Maintain a “Welcome Aboard” handbook for all new hires and employees.

Required QualificationsBachelor’s degree and at least three years of administrative experience, preferably in a higher education or executive setting.Demonstrated excellence in meeting and event coordination, and support for multiple stakeholders, including senior leadership.Excellent written and verbal communication skills, with the ability to interact confidently and diplomatically with students, faculty, staff, alumni, and external partners.A proven track record of handling confidential information with discretion and professionalism.Demonstrated ability to manage competing priorities, solve problems proactively, and remain adaptable in the face of shifting deadlines or last-minute requests.A service mindset and collaborative spirit, with a willingness to take initiative and anticipate the needs of others.Strong proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams) and the ability to quickly learn new systems and tools.Relevant education and experience may be substituted as appropriate.

Preferred QualificationsMore than 1 year assisting a high-level executive. UT experience and knowledge of UT policy and procedures.Experience with University of Texas policies, procedures, and administrative systems.Knowledge of MBA programsSalary Range$50,000 - $55,000 + depending on qualifications

Working ConditionsWorks 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.This is an Austin, Texas-based position.Applicants must be legally authorized to work for any employer in the United States. This position is not eligible for sponsorship of work visas.Required Materials

Resume/CV

3 work references with their contact information; at least one reference should be from a supervisorLetter of interest

Important for 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) [PDF]E-Verify Poster (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.