The University of Texas at Austin Job Posting

 
This posting is Closed

Administrative Associate

Hiring department Info Risk & Op Mngmnt
Monthly salary $2,750+ depending on qualifications
Hours per week 40.00 Standard from 800AM to 500PM
Posting number 17-10-03-02-9026
Job Status Closed
FLSA status Non-exempt
Earliest Start Date Immediately
Position Duration Terminates on 10/31/2018
Position open to all applicants
Location Austin (main campus)
Number of vacancies 1
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 diversity.

Required Application Materials

  • A Resume is required in order to apply
  • A Letter of Interest is required in order to apply.
  • A List of 3 References is required in order to apply.

Additional Information

Purpose

To provide support to the Information Management (IM) Program in the area of planning and managing programs/events as well as donor relationships and fund raising for the IM Platform.

Essential Functions

Plan and manage events/fundraisers in cooperation with IM staff and faculty, event venue managers, and event participants. Analyze specifications and event objectives and identify needs for event operating services related to the IM Program. Specifies and plans activities for the delivery of configuration design, user comfort and safety, catering, event-related materials, communication with event participants, event media services, and registration and/or ticketing services. Manages tasks directly and through immediate supervisors. Reviews and coordinates work in process. Adapts capacities of automated systems to event operating requirements. Initiates acquisitions of goods and services as needed. Designs and implements inventory control systems for event registration, nametags, event materials, equipment, and/or other assets. Designs, approves, and submits records/reports. With IM faculty members, co-writes/edits/publishes monthly e-newsletter about IM Program covering past and upcoming events in order to build and strengthen relationships with alumni. Manages IM Program-related information related to internal MSB IM marketing campaign and associated events; implements relevant alumni surveys. Communicates excellently with the public, event participants and attendees, and relevant internal/external stakeholders through web and social media. Establishes and maintains effective working relationships with co-workers, event venue managers, event participants and their representatives, event attendees, IM Program stakeholders as needed, and other University personnel. Maintain catalog of venues, caterers, and other event-related vendors to aid in efficient planning of events. Assists in corresponding with companies about fund raising and works with McCombs Development to ensure funding is maintained and ideally growing each year. Provides general office support for various IROM departmental administrative tasks under the direction of the Office Manager. Serves as backup receptionist as needed. This includes managing the website, responding to information requests, and certifying requirements for the Risk Management Certificate. Manage and grow the MIS Mentoring program to approximately 200 participants.

Marginal/Incidental functions

Other related functions as assigned.

Required qualifications

Bachelor's degree. Thorough knowledge of event management and professional office procedures. Excellent interpersonal and communication skills, demonstrated event-related writing skills (press releases, promotional materials, newsletters, and flyers), and computer skills, particularly email, word processing, and spreadsheets. Professional demeanor. Ability to lead or MC an event if needed. Disposition and communication skills necessary to contact company representatives on behalf of the program regarding events, fundraising, and opportunities for student interaction with company representatives. Regular and punctual attendance in hours dictated by job parameters. Tact, diplomacy, and good judgment when dealing with others, particularly with high-level stakeholders and guests who support and/or participate in events. Finalist candidates will be required to take spelling, typing, and intermediate-level Excel assessments. Equivalent combination of relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor's Degree in a field related to Communication, Advertising, Management and Information Systems, or other Business Administration field. Five years of professional experience as an event/conference planner/manager, working in a higher education environment, and/or development environment, or an equivalent combination. Demonstration of the competencies: Motivating others, Planning work for others, Managing conflict, Managing and measuring work, Managing diversity and complying with policies and procedures at The University of Texas at Austin, typically acquired by a Bachelor's degree and five or more years of experience in event coordination, project management, or other relevant field.

Working conditions

May work around standard office conditions Repetitive use of a keyboard at a workstation Some evening and weekend hours may be required during peak periods and special events. Please note that this position is funded through October 31, 2018, with renewal dependent on realization of additional funding.

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