Administrative Associate, Recruiting Operations, Texas McCombs

Job Posting Title: Administrative Associate, Recruiting Operations, Texas McCombs Hiring Department: Red McCombs School of Business Position Open To: All Applicants Weekly Scheduled Hours: 40 FLSA Status: Non-Exempt Earliest Start Date: Immediately Position Duration: Expected to Continue Location: UT MAIN CAMPUS Job Details: General Notes Texas McCombs is a top business school at the center of one of the most innovative cities in the U.S. The McCombs community champions hands-on experiences alongside the ground-breaking research and thought-leadership of a world-class faculty. The collaborative spirit and enterprising drive of the Longhorn alumni network, one of the largest university networks in the world, is embedded in our culture, making us human-centered and future-focused in all our endeavors. We are shaping those who will shape tomorrow, and solving challenging problems while remaining committed to creating a community that is dynamic, supportive, and challenging. What starts here really does change the world. For more information about Texas McCombs please visit: https://www.mccombs.utexas.edu/ Purpose Provide administrative and operational support to the Recruiting Operations team (part of the McCombs Career Management and Corporate Relations department). Facilitate a positive customer experience at the McCombs interview facilities by providing excellent customer service and maintaining the appearance and functionality of recruiting spaces. Responsibilities CUSTOMER & CONSTITUENT SUPPORT : Facilitate a positive recruiting experience for employers and students at the McCombs interview facilities. This includes front desk reception (greeting and assisting employers and students), daily operations, and inventory management (ordering/stocking of supplies, refreshments, etc.). Assist recruiters with scheduling questions, messages, wireless access, hospitality, directions and similar tasks. Collect and maintain contact information of visitors and administer post-visit surveys to collect feedback on the employer recruiting experience. ADMINISTRATIVE AND SYSTEMS SUPPORT : Assist in recruiting and reservation systems with room reservations, proof-reading job postings, and event booking processes. Monitor and administer job postings and new employer authentication in recruiting systems and assist with routing of job and event postings. Provide critical review of interview schedules and job postings for inaccuracies and policy breaches. Manage room reservations for departmental events such as employer information sessions, as well as student room reservations for interview rooms. Provide administrative support for the planning and execution of recruiting events (i.e. information sessions, networking events, interviews etc.). Track expenses, process invoices, submit purchase orders, reimbursements and execute other administrative processes as required. Provide data entry and updates in RecruitMcCombs and other platforms as necessary. STUDENT EMPLOYEE MANAGEMENT: Manage the scheduling and work assignments of multiple part-time student employees to ensure student coverage at events and interview centers as needed. With support from team leadership, manage the hiring, training, supervision and project allocation of student employees to ensure interview and event success. FACILITIES MANAGEMENT: Ensure functionality & cleanliness of Rowling Hall Interview Center (RHIC) as well as the staff breakroom. Coordinate maintenance, cleaning, and repairs with the building superintendent to maintain optimal professional appearance/functionality. Ensure facility is closed properly each night and outfitted for the following business day. Manage inventory levels of amenities for recruiters and supplies for staff. Support operations in the Ford Career Center (FCC) as assigned. COMMUNICATIONS SUPPORT: Provide operational communications support through creation and/or maintenance of print and electronic signage, web information, and instructional materials (i.e., maps, logistics, safety information, marketing materials, etc.) for interviews and events. Monitor and route communications via the team email inbox. Assist in editing, formatting, and distributing external communications. Assist team members in creating, designing, and uploading email campaigns and launches. Employ electronic and print media, including brochures, flyers and message monitors to assist Recruiting Operations team in marketing employer events. Assist in monitoring and updating employer-facing content on the CMCR website. Assist with departmental initiatives and other related functions as assigned. Support both interview facilities and Recruiting Operations teams across all McCombs programs as needed Required Qualifications Bachelor's degree and one year of experience at the Administrative Assistant level, or high school graduation or GED and five years of clerical experience, including one year of experience at the Administrative Assistant level. Experience planning and coordinating logistics for events. Excellent oral communication and interpersonal skills, professional appearance and demeanor. Self-starter, able to work with minimal supervision. Demonstrated ability to establish and maintain effective rapport with a variety of constituents. Detailed editing abilities for written material. Work effectively as a team member and individually. Reliable work history with strong attendance record. Strong attention to detail. Ability to organize, prioritize, multi-task, and meet deadlines. Database or CRM management experience, and/or ability to learn new technology quickly. Proficient in Microsoft Outlook, Excel, Word, and Teams. Relevant education and experience may be substituted as appropriate. Preferred Qualifications Bachelor's Degree in Business, Communications or related field and at least three years of administrative experience. Experience with UT administrative processes and procedures for expenses, vendor payment and processing, contracts, invoicing. Experience with specific software: 12Twenty, Sharepoint, Adobe Creative Suite, WordPress. Knowledge of corporate recruiting policies and procedures. Experience in corporate university relations and/or experience in university career services. Experience working with faculty and students. Experience working with confidential and sensitive information. Experience and comfort working in web-based systems and applications, including virtual platforms such as Zoom and Microsoft Teams. Proficient with customer relationship management (CRM) software or other databases. Excellent attention to detail. Excellent computer skills. Salary Range $45,000 annually Working Conditions This is an Austin, TX-based position. Works in an open office environment with repetitive use of a keyboard at a workstation May include occasional lifting/moving of boxes or furniture, typically weighing between 10-20 pounds.Accommodations to be provided if necessary. Some evening and weekend hours may be required during peak periods and special events The hours of the position during peak season are Monday - Friday, 9:00am - 6:00pm. This position is eligible for an adjusted work schedule during off-peak periods, based on availability. Applicants must be legally authorized to work for any employer in the United States. This position is not eligible for sponsorship of work visas Required Materials Resume/CV 3 work references with their contact information; at least one reference should be from a supervisor Letter of interest Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure thatALLRequired Materials have been uploaded. Once your job application has been submitted, you cannot make changes. Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above. Employment Eligibility: Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval. 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. Background Checks: A criminal history background check will be required for finalist(s) under consideration for this position. Equal Opportunity Employer: The University of Texas at Austin, as an equal opportunity/affirmative action employer,complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions. Pay Transparency: The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. Employment Eligibility Verification: If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university. E-Verify: The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university's company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following: E-Verify Poster (English) [PDF] E-Verify Poster (Spanish) [PDF] Right To Work Poster (English) [PDF] Right To Work Poster (Spanish) [PDF] Compliance: Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031. The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.