Job Information
UNIVERSITY OF TEXAS AT AUSTIN Senior Administrative Associate, Executive Education in Austin, Texas
Provide Administrative Support to Training Program and RegistrantsSupport GCMD training registration by acknowledging email inquiries/registrations and entering information into the Customer Relationship Management (CRM) system (FileMaker Pro).Invoice participant organizations, receive and reconcile payments for training participants.Help manage requests for received purchase orders and credit card payments sent by our participants utilizing our CRM and Authorize.net. (online payment service)Monitor the GCMD email inbox and respond, distribute and track open correspondence in a timely and professional manner.Support training logistics by ensuring that contracts, Banquet Event Orders (BEO), banquet checks, travel logistics and reimbursements are submitted.Partner with our Business Administrative Services (BAS) team to ensure that all lecture fees and payments are submitted and processed in a timely manner. Track ongoing activities using the Asana project management system.Provide Logistical Support to Executive Education, Faculty, and StaffPartner with the Business Administrative Services (BAS) team to arrange travel reservations and logistics to process Requests for Travel Authorizations (RTA) and prepare Official Occasion Expense Forms (OOEF) and other financial documentation for payments.Help coordinate travel reimbursements and purchase order payments for GCMD staff and faculty to ensure payments are processed in a timely manner.Serve as Backup to the Executive Education Coordinator intaking payments, reconciling, etc. in Define (UT accounting system)Schedule and coordinate use of internal and external training rooms.Order and maintain supplies for GCMD and the Executive Education programs.Help prepare and maintain Qualtrics (online survey tool) to ensure feedback is being received and distributed properly.Lead the LBJ School Digital Badging initiative.Ensure training equipment is in working order prior to trainings.Prepare and print associated trainings materials (agendas, pax list, transcripts) and ensure supplies (notebooks, participant pack, learning journals) are ready prior to training delivery.Attend in-training as requested; assisting in room set-up and participant requests; monitoring catering; and provide speaker support.Support EMPLSupport the Executive Master of Public Leadership (EMPL) administrative team to provide classroom and catering support for weekend classes (not to exceed one weekend per month).Other Administrative Services as RequestedParticipate in staff meetingsSupport the Director of Executive Education