Job Information
UNIVERSITY OF TEXAS AT AUSTIN Administrative Associate, Texas McCombs in Austin, Texas
Operational SupportServe as the primary administrative assistant for the Kay Bailey Hutchison Energy Center including multiple staff members, academic directors, and affiliated faculty. Submits and processes all required UT documentation related to travel, events, reimbursements, and purchases using the University's, McCombs Business School's, and the department's existing processes and systems. Utilizes existing UT procurement systems (UT Market, Pro Card, etc.) to order and process Center-related expenses. Clearly track submission and receipt of funds in real time to manage expenses. Coordinates travel, including confirming flight and car arrangements, creating itineraries, and processing reimbursements for faculty members, staff members, leadership, and department meetings/events. Manages calendars often requiring independent decision-making. Directly schedule meetings, including doodle poll/availability compilation.Compose and prepare relevant business correspondence, reports, presentations, materials, and notices, and assist with follow-up materials as requested. Maintain copies of documents for office files. Responsible for team-focused collaboration and flexible contribution within Center-identified priorities.Serves as the primary point of backup and coverage for other team members. Related responsibilities may transition over time as the Centers needs grow or shift. Other duties as assigned.Event CoordinationProvide support and coordination for events for McCombs centers via planning, marketing, executing, and corresponding with staff and volunteers for events (sizes ranging from 10-300 attendees) including forums, conferences, trade expos,roundtables, advisory committee meetings, career fairs, industry speakers, roundtables, galas, symposiums, and panel. This will include managing multiple registrations simultaneously, arranging facilities and catering, assisting with vendor payments, and coordinating travel arrangements of guests, all in accordance with UT policies and procedures.Database ManagementCompile, update, and maintain email lists and contacts in UT databases.Process contact reports for events/meetings/visits, etc.Assist in the management of KBH Energy Center and McCombs Energy Council membership dues.