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Postdoctoral Fellow (Gaydosh)
University of Texas at Austin in Austin, Texas
 
 
Apply
 
Date Posted 11/06/2020
Category
Admin-Other Administrative Positions
Employment Type FullTime
Application Deadline Open until filled
 
 
 
 
 

Job Posting Title:

McCombs Employer & Corporate Ecosystem - Administrative Associate

----

Hiring Department:

Red McCombs School of Business

----

Position Open To:

All Applicants

----

Weekly Scheduled Hours:

40

----

FLSA Status:

Non-Exempt

----

Earliest Start Date:

Nov 05, 2020

----

Position Duration:

Expected to Continue

----

Location:

UT MAIN CAMPUS

----

Job Description:

The purpose of this role is to provide administrative support to the Senior Managing Director and McCombs Employer & Corporate Ecosystem team. This role is in the Career Management & Corporate Relations (CMCR) department.

----

Job Details:


General Notes

As an Equal Opportunity Employer, the McCombs School of Business believes that diversity in our faculty, student, and staff populations is integral to our core purpose of educating leaders that create value for society. We welcome applicants from under-represented groups and those who can demonstrate a commitment to inclusion.

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 diverse, 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/


Responsibilities

Communications : Provide cross-team communication support to resolve communication and calendaring conflicts as needed; serve as primary contact for mail, shipping, and office support in our undergraduate and graduate buildings; maintain manual for all duties and responsibilities; coordinate with CMCR Senior Admin Associate as needed on departmental communications.

Operational Efficiency and Effectiveness : Analyze existing processes and workflows for opportunities to standardize or improve efficiency through technology; design and implement workflows and procedures to reduce administrative overhead for McCombs Employer & Corporate Ecosystem team members; collaborates with team members to identify pain points, bottlenecks, and opportunities to streamline execution of processes (e.g., purchasing, requests, etc.) across programs; provide communication and training as needed to support adoption of new processes and workflows.

Staffing : Create consistent new hire process for new Employer & Corporate Ecosystem staff, contractors, and student workers; maintain and support staff onboarding and offboarding processes including processing internal hiring request documents, IT requests, keys, business cards, name plates, directory/mailing list updates, etc.; identify opportunities to train staff on forms and processes; manage on-site/virtual interview coordination, communications and scheduling as needed.

Vendor Management : Manage vendor payments, renewals, and new contracts; support platform access management (i.e., RecruitMcCombs, website subscriptions, etc.); process contracts, purchase requests, payment requests; coordinate with CMCR Senior Admin Associate on vendors involving multiple teams within CMCR.

Asset Management : Maintain database of IT inventory for team members and coordinate annual inventory initiative with CMCR Senior Admin Associate; maintain appropriate levels of commonly used supplies, parking vouchers, and promotional items.

Event Support : Provide staff with virtual event support as needed; including setting up virtual event logistics, managing breakouts, facilitating Q&A, and recording post production if necessary; coordinating event scheduling, catering, reservations, vendors, and day-of support as needed; processing related purchase requests, payment requests, etc. When we resume in-person events, this work stream will shift to in-person event support needs.

Reporting : Monitor expenditures and account balances; create financial reports to support budget development and tracking; creating ad-hoc presentations and reports to support Employer & Corporate Ecosystem team; coordinate with CMCR Manager of Strategy & Analytics on director-level reporting requests and dashboards.

Director Support : Support Senior Managing Director with calendaring, weekly dashboards, RTAs, travel reservations, and reimbursements.


Required Qualifications

Bachelor's degree and 1-2 years of experience at the Administrative Assistant level, or high school graduation or GED, and five years of clerical experience, including one year of experience at the Administrative Assistant level. Ability to work flexible hours including evening and weekends. Demonstrated adaptability and history of service-minded approach to executing job functions. Success working in a team setting. Excellent organizational skills. Excellent communication skills. Demonstrated ability to communicate to a large and diverse population. Excellent interpersonal skills. Demonstrated ability to multi-task and effectively manage concurrent projects with accuracy, communicating to stakeholders regularly. Competency with Microsoft Office Suite, including management of budgets, analyzing data, creating reports in Excel and the ability to create outward facing documents using Word and PowerPoint, including presentations. Exceptional attention to detail. Positive and enthusiastic attitude. Professional demeanor and attire. Work independently and with concurrent, overlapping projects. Proven ability to communicate by phone, email, and in person with a high level of accuracy and professionalism. Relevant education and experience may be substituted as appropriate.



Preferred Qualifications

Bachelor's degree and 2-3 year's experience performing complex administrative functions. Experience working in a university environment. Familiarity with UT purchasing processes. Experience with event planning.


Salary Range

$36,000+ depending on qualifications


Working Conditions

Work is performed in an open office area and includes use of a keyboard at a workstation. Occasional lifting/moving of boxes containing documents, typically weighing up to 45 pounds, will be required. Some evening and weekend hours will be required with the ability to adjust regular schedule accordingly.


Required Materials

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

----

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.

----

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.

----

Background Checks:

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

----

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.

----

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.

----

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.

----

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]

----

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 2019 report here or obtain a copy at University Compliance Services, 1616 Guadalupe, Suite UTA 2.206, Austin, TX 78701.



Job Posting Title:

McCombs Employer & Corporate Ecosystem - Administrative Associate

----

Hiring Department:

Red McCombs School of Business

----

Position Open To:

All Applicants

----

Weekly Scheduled Hours:

40

----

FLSA Status:

Non-Exempt

----

Earliest Start Date:

Nov 05, 2020

----

Position Duration:

Expected to Continue

----

Location:

UT MAIN CAMPUS

----

Job Description:

The purpose of this role is to provide administrative support to the Senior Managing Director and McCombs Employer & Corporate Ecosystem team. This role is in the Career Management & Corporate Relations (CMCR) department.

----

Job Details:


General Notes

As an Equal Opportunity Employer, the McCombs School of Business believes that diversity in our faculty, student, and staff populations is integral to our core purpose of educating leaders that create value for society. We welcome applicants from under-represented groups and those who can demonstrate a commitment to inclusion.

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 diverse, 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/


Responsibilities

Communications : Provide cross-team communication support to resolve communication and calendaring conflicts as needed; serve as primary contact for mail, shipping, and office support in our undergraduate and graduate buildings; maintain manual for all duties and responsibilities; coordinate with CMCR Senior Admin Associate as needed on departmental communications.

Operational Efficiency and Effectiveness : Analyze existing processes and workflows for opportunities to standardize or improve efficiency through technology; design and implement workflows and procedures to reduce administrative overhead for McCombs Employer & Corporate Ecosystem team members; collaborates with team members to identify pain points, bottlenecks, and opportunities to streamline execution of processes (e.g., purchasing, requests, etc.) across programs; provide communication and training as needed to support adoption of new processes and workflows.

Staffing : Create consistent new hire process for new Employer & Corporate Ecosystem staff, contractors, and student workers; maintain and support staff onboarding and offboarding processes including processing internal hiring request documents, IT requests, keys, business cards, name plates, directory/mailing list updates, etc.; identify opportunities to train staff on forms and processes; manage on-site/virtual interview coordination, communications and scheduling as needed.

Vendor Management : Manage vendor payments, renewals, and new contracts; support platform access management (i.e., RecruitMcCombs, website subscriptions, etc.); process contracts, purchase requests, payment requests; coordinate with CMCR Senior Admin Associate on vendors involving multiple teams within CMCR.

Asset Management : Maintain database of IT inventory for team members and coordinate annual inventory initiative with CMCR Senior Admin Associate; maintain appropriate levels of commonly used supplies, parking vouchers, and promotional items.

Event Support : Provide staff with virtual event support as needed; including setting up virtual event logistics, managing breakouts, facilitating Q&A, and recording post production if necessary; coordinating event scheduling, catering, reservations, vendors, and day-of support as needed; processing related purchase requests, payment requests, etc. When we resume in-person events, this work stream will shift to in-person event support needs.

Reporting : Monitor expenditures and account balances; create financial reports to support budget development and tracking; creating ad-hoc presentations and reports to support Employer & Corporate Ecosystem team; coordinate with CMCR Manager of Strategy & Analytics on director-level reporting requests and dashboards.

Director Support : Support Senior Managing Director with calendaring, weekly dashboards, RTAs, travel reservations, and reimbursements.


Required Qualifications

Bachelor's degree and 1-2 years of experience at the Administrative Assistant level, or high school graduation or GED, and five years of clerical experience, including one year of experience at the Administrative Assistant level. Ability to work flexible hours including evening and weekends. Demonstrated adaptability and history of service-minded approach to executing job functions. Success working in a team setting. Excellent organizational skills. Excellent communication skills. Demonstrated ability to communicate to a large and diverse population. Excellent interpersonal skills. Demonstrated ability to multi-task and effectively manage concurrent projects with accuracy, communicating to stakeholders regularly. Competency with Microsoft Office Suite, including management of budgets, analyzing data, creating reports in Excel and the ability to create outward facing documents using Word and PowerPoint, including presentations. Exceptional attention to detail. Positive and enthusiastic attitude. Professional demeanor and attire. Work independently and with concurrent, overlapping projects. Proven ability to communicate by phone, email, and in person with a high level of accuracy and professionalism. Relevant education and experience may be substituted as appropriate.



Preferred Qualifications

Bachelor's degree and 2-3 year's experience performing complex administrative functions. Experience working in a university environment. Familiarity with UT purchasing processes. Experience with event planning.


Salary Range

$36,000+ depending on qualifications


Working Conditions

Work is performed in an open office area and includes use of a keyboard at a workstation. Occasional lifting/moving of boxes containing documents, typically weighing up to 45 pounds, will be required. Some evening and weekend hours will be required with the ability to adjust regular schedule accordingly.


Required Materials

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

----

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.

----

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.

----

Background Checks:

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

----

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.

----

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.

----

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.

----

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]

----

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 2019 report here or obtain a copy at University Compliance Services, 1616 Guadalupe, Suite UTA 2.206, Austin, TX 78701.


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