Job Posting Title:

Assistant to the Dean, Texas McCombs

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Hiring Department:

Red McCombs School of Business

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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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

This position will provide high-level administrative support to the Dean of the McCombs School of Business. The position will support the Dean’s work on a range of complex and significant matters requiring confidentiality, time sensitive communications, and ensure timely workflow in order to achieve the mission and strategic priorities of the School of Business.

Responsibilities

Co-lead strategy for Dean’s donor and community engagement with Development, Marketing & Communications, Career Management and Corporate Relations leadership and other relevant groups

Collaborate with Development and Communication/Marketing office to advance the dean’s reach and touch while serving as an additional support contact for donor and community engagement.Develop and manage a database of contacts, initiatives and assignments.  Respond to routine & non-routine inquiries regarding school and campus operations, policies and procedures.  Forward situations and issues presented by staff, faculty and external constituents to appropriate staff members for resolution.Create strategic events around specific and rotating academic topics that impact local businesses, identify and garner buy-in from speakers, arrange for logistics, and host events for Austin business owners and leaders on recurring basis and provide strategic opportunities for MSB brand enhancement.Collaborate closely with internal and external stakeholders to ensure the Dean’s schedule aligns with strategic initiatives. 

Strategically manage the Dean's calendar of meetings, appointments and special events; organize high-level meetings with constituencies as required; anticipate schedule conflicts and take initiative to resolve them in a timely manner. Ensure the Dean’s preparedness for daily meetings, events and trips, and work with others to ensure briefing materials are prepared appropriately and any necessary technology applications are set up and working properly. Set agendas, staff, and facilitate meetings as requested by the Dean.

As directed by the Dean, assist or manage any variety of recurring or ad hoc projects and events, including but not limited to:

Lead the planning and execution of special events including faculty and staff retreat, luncheons, school wide holiday party, and internal meetings and eventsAACSB accreditationCoordination of logistics and scheduling for external reviews of departments and graduate programs.Track the Dean’s deadlines both external and internal and help drive projects to completion including cross-functionally within the School and with University stakeholders including, the Vice President of Development and Provost. Communicate objectives and set internal deadlines for deliverables.Cross-train to provide support and back-up coverage of high-level projects.

Maintain a broad overview of the Dean's commitments to optimize the use of their time. Develop and monitor high-level scheduling decisions to support the Dean’s priorities and School’s strategic goals; supervise and mentor staff involved in day-to-day scheduling.

Maintain the workings of the McCombs Dean’s office including the reception area and conference room. Supervise the administrative staff and student workers. Organize lunches and receptions held in the Dean’s office. Take responsibility for filing systems and ensuring all pertinent information and supporting materials are retained. Coordinate and respond to any information requests that come to the college.

Direct the daily administrative operations of the Dean’s office, function as a leader to direct and oversee assignments for the Dean’s office staff and student assistants. Regularly partner with Dean’s Office staff to operationalize special events, projects, and initiatives sponsored by the Dean’s Office and the School’s executive leadership. Manage hiring processes and learning and development opportunities for Dean’s Office staff. Collaborate with School stakeholders on onboarding/hiring processes for direct reports of the Dean.Direct training and develop professional skills goals for Dean’s office student staff; assist student staff in setting employment goals, mentor, evaluate and develop resume worthy experiences and skills

Screen and respond to the Dean's phone calls and emails as needed; handle highly confidential information with an appropriate level of discretion; maintain effective and proactive communication with faculty, staff, alumni, administrators, and students as required. Prepare and edit letters, memos and other correspondence for the Dean. Play lead role in facilitating official communications (i.e., Freedom of Information Act requests) to various stakeholder groups.

Coordinate the Dean's travel schedule, reimbursements and all related activities. Manage travel, reimbursements and other actions for the Dean's visitors.

Required Qualifications

Demonstrated ability to manage multiple tasks and deadlines in a fast-paced and dynamic work environment.

Demonstrated success establishing effective work relationships with varied stakeholders across a matrixed organization.

Previous success working independently and in a team-oriented environment to accomplish goals, implement programs and/or events, make decisions and solve problems effectively.

Excellent written and verbal communication skills.

Excellent attention to detail.

Experience with Microsoft Word, Excel, PowerPoint, and Outlook and comfort learning new technologies.

Must be able to work with confidential and/or sensitive information with discretion.

Bachelor's Degree and a minimum of seven years of professional experience performing complex administrative processes, including three years of managing the calendar of an executive.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Previous higher education experience or professional experience in a complex matrixed organization

Familiarity and knowledge of UT Austin’s policies around event and business management

Previous supervisory experience and experience in a service-oriented environment

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Salary Range

$80,000 - $90,000 + depending on qualifications

Working ConditionsWorks in standard office conditions with repetitive use of a keyboard at a workstation.Applicants must be legally authorized to work for any employer in the United States. This position is not eligible for sponsorship of work visas.This is an Austin, TX-based position.

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 that ALL Required 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 questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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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.

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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.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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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.

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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.

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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.

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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]

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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.