The University of Texas at Austin · 8 hours ago
Senior Administrative Program Coordinator, Texas McCombs
UT MAIN CAMPUS
Full-time
Onsite
Mid, Senior Level
5+ years expThe University of Texas at Austin is a leading educational institution known for its innovative approach and strong alumni network. They are seeking a Senior Administrative Program Coordinator to centralize program operations, support new initiatives, and ensure efficiency in administrative processes within the Finance Department and Wall Street for McCombs Program.
Corporate TrainingEducationHigher EducationUniversities
No H1B
Responsibilities
Maintain and update a WSFM CRM system, including student and alumni records, investment banking interview tracking, and inbound alumni engagement
Develop standardized onboarding packets for WSFM students to manage application and selection processes for WSFM participants
Manage and centralize database of historical investment banking interview questions sorted by year and bank
Oversee budget operations including annual budget preparation, monthly expense tracking, and income/gift reporting
Create and manage new-to-be-formed WSFM-Investment Banking Center web site
Coordinate alumni involvement in investment banking recruiting and advisory activities
Establish and manage the new-to-be-formed WSFM Advisory Committee, including planning the annual advisory event including dues processing
Draft and distribute quarterly newsletters to alumni, donors and partners, highlighting WSFM progress and opportunities
Partner with Development and External Relations, Career Management and Corporate Relations and other School and University stakeholders to meet programmatic goals
Coordinate all WSFM-related classroom, speaker, and networking events. Obtain necessary approvals, process vendor payments, and reconcile IDT charges
Oversee event and travel logistics for 4–5 annual trips to New York, including company visits, alumni receptions, and council meetings
Design and manage WSFM’s social media presence, including Instagram and LinkedIn WSFM Group activities in accordance with University and McCombs policy
Create creative, sophisticated yet professional content to highlight student and alumni achievements, promote events, and strengthen brand recognition
Ensure consistent messaging across all communications channels, including newsletters and external reports
Oversee main office day-to-day operations which consists of answering telephone calls, assisting faculty with photocopying, room reservations, assisting students, maintaining equipment inventory, maintaining office supply inventory, making coffee, sorting and distributing mail, maintaining the department webpage, and supervising the student staff
Work with faculty to coordinate the department's seminar series which consists of submitting prior approval paperwork (RTAs and OOEFs), making hotel reservations, scheduling meetings with faculty, and processing reimbursements using the McCombs Intranet
This position will also coordinate department events which may include creating invitations, tracking RSVPs, and processing contracts for catering or venue rentals
Initiate purchases, payments, contracts, and POs for the department
Assist faculty with research-related purchases and travel reimbursements
Process vendor payments using the McCombs Intranet or ProCard
Other related functions as assigned
Qualification
Required
Bachelor's Degree and five years of experience coordinating programs and/or events
Solid experience with maintaining calendars, scheduling meetings and related logistical details
Effective communication skills and ability to work independently as well as collaborate in a team-oriented environment
Previous success managing multiple projects, assessing work priorities, and as well as regular ability in meeting deadlines
Proficiency with software, especially MS Word, Excel, and Outlook and comfort learning new technologies
Preferred
Demonstrated success managing and supporting an administrative office
Working knowledge of UT policies and procedures
Experience with University systems, including Request Form System and UT Tracker, Docusign, UT Box, OneDrive and Smartsheets
Experience with UT Financial Systems including DEFINE, FRMS, PointPlus, Contracts+, and UT Market
Related experience in an academic setting
Benefits
Retirement Plan Eligibility: The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.
Company
The University of Texas at Austin
The University of Texas at Austin is one of the largest public universities in the United States.
10001+ employees
Funding
Current Stage
Late StageTotal Funding
unknownKey Investors
Republic Capital Group
2022-09-14Series Unknown
Leadership Team
Will Whiting
Chief Development Officer
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