Job Information
UNIVERSITY OF TEXAS AT AUSTIN Administrative Associate, Career Management amp; Corporate Relations, Texas McCombs in Austin, Texas
Operational Efficiency and Effectiveness Analyze existing processes and workflows for opportunities to standardize or improve efficiency through technology; collaborate with CMCR manager of operations to identify pain points, bottlenecks, and opportunities to streamline execution of processes (e.g., purchasing, requests, etc.) across teams; manage procurement processes, process travel authorizations and reimbursements, design and implement workflows and procedures to reduce administrative overhead for Employer Engagement and Alumni Engagement team members. Communicate McCombs business affairs policy updates to teams and provide training as needed to support adoption of new processes and workflows. Staffing Create consistent new hire process for new CMCR staff, contractors, and student workers; maintain and support staff onboarding and offboarding processes including processing NERFs, keys, building access, name plates, business cards, email address, 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, website subscriptions, membership renewals; process contracts, pro-card requests, purchase requests, UT Market orders; coordinate with CMCR manager of operations on vendors involving multiple teams within department.Asset and Merchandise Management Maintain database of IT inventory for team members and coordinate annual inventory initiative with CMCR manager of operations. Responsible for purchasing computer or other tech equipment as needed based on maintenance schedules and new staff needs; manage office supply purchasing and inventory (e.g., parking vouchers, office/break room supplies, ReadyRefresh water). Manage purchasing and inventory of custom branded/promotional merchandise for Employer Engagement and Alumni Engagement team members, coordinate orders, distribution and inventory tracking; work with internal and external vendors to streamline merchandise procurement process, managing trademark and licensing requests, purchase orders, payments and delivery of merchandise.Communications Provide cross-team communication support to resolve communication and calendaring conflicts; maintain manual for all duties and responsibilities; coordinate with CMCR manager of operations as needed on departmental communications and initiatives; manage CMCR Outlook inbox and department mailbox, routing communications and distributing mail as needed.Event Support Provide staff with in-person and virtual event support as needed for department events, including setting up in-person and virtual event logistics, managing breakouts, and facilitating QandA. Assist with event scheduling, catering, room and venue reservations, vendors; process facilities and custodial requests, purchase orders, OOEFs and payment requests.Other functions as assigned.