Job Information
UNIVERSITY OF TEXAS AT AUSTIN Senior Administrative Associate, Texas McCombs in Austin, Texas
Operational Efficiency and EffectivenessAlign administrative and operational processes across department, contribute to departmental process improvement strategies and improve efficiency through technology; Collaborate with McCombs Business Affairs to stay up to date on university policies and updatesManage procurement processes for all department teams with accuracy: track expenses, coordinate cross-team orders, submit purchase requests, payments, reimbursements, contracts, pro-card requests, subscriptions, UT market orders, etc.Assist with management of department technology platforms by providing backend admin-level support, content management and engagement on RecruitMcCombs and McCombs ConnectStaffingManage onboarding processes for new staff members and general staffing updates: submitting laptop and software access requests to IT team, keys requests, badge access, name plates, business cards, mailing list updates, office assignments and coordinating office equipment ordersCreate and maintain onboarding documents and online training resources for department staffAssist teams with interview coordination, communications and scheduling as neededAsset and Merchandise ManagementMaintain equipment inventory database for department and lead annual inventory tracking initiative to ensure compliance with university policy. Responsible for coordinating purchase of new laptops, monitors, or other tech equipment for employees based on maintenance schedules and warranty end dates.Lead purchasing of branded, promotional merchandise, coordinating orders and distribution for all department teams. Work with internal and external vendors to streamline merchandise procurement processes, manage trademark and licensing requests, purchase orders, payments and delivery of merchandise.Manage office supply inventory and purchasing, breakroom/office supplies, parking vouchers and event materials; coordinate maintenance and service requests with University FacilitiesCommunicationsProvide cross-team communication support to resolve communication and calendaring conflicts, coordinate with CMCR Head of Operations and Engagement on departmental communications and updates; maintain manual/SOP for all duties and responsibilitiesManage CMCR digital inbox and department mailbox, routing communications and distributing mail as neededReview and update small-scale promotional marketing materials and informational digital/printed documents (one-pagers, flyers, brochures) for department teams, aligning with upcoming events and teams communication strategiesEvent Support and Team EngagementSupport monthly departmental meetings by providing in-person and virtual event support, including event set up/breakdown, overseeing event logistics, facilities and technology management and organization of virtual breakoutsPromote community building and positive team culture via planning and execution of department events: development sessions, holiday celebration, summer retreat and other team-building events and trainingsAssist department teams with respective event logistics: room reservations, facilities/custodial requests, purchase and payment requests, catering and vendor inquiries; provide on-site assistance as needed.Maintain and contribute to online team resources: department website, development library, training documents and onboarding guides