Administrative Associate, Recruiting Operations, Texas McCombs

University of Texas at Austin

7d ago

Job
Full-time
Junior, Mid & Senior Level
Customer Relations
People, HR & Administration
Austin
Quick Apply

AI generated summary

You need a bachelor's degree and administrative experience, strong communication skills, attention to detail, and proficiency in MS Office. Experience with CRM systems and event logistics is preferred.
You will support recruiting operations, manage facility upkeep, assist employers and students, oversee student employees, and handle communications for events and job postings.

Requirements

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.
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.

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.

FAQs

Do we support remote work?

No, this position is based on the UT Main Campus and requires in-person attendance for administrative and operational support.

What are the weekly scheduled hours for this position?

The weekly scheduled hours for this position are 40 hours.

Is this position eligible for benefits?

Yes, this position is eligible for benefits under the Teacher Retirement System of Texas (TRS) and other university benefits.

What are the required materials for the application?

Applicants must submit a resume/CV, three work references (including at least one supervisor reference), and a letter of interest.

Are there any preferred qualifications for this position?

Yes, preferred qualifications include a Bachelor's Degree in Business, Communications, or a related field, at least three years of administrative experience, and experience with specific software like 12Twenty, Sharepoint, and Adobe Creative Suite.

Is there a specified salary range for this position?

Yes, the salary range for this position is $45,000 annually.

What kind of experience is required for this position?

A Bachelor's degree with one year of experience at the Administrative Assistant level, or a high school diploma/GED with five years of clerical experience, including one year at the Administrative Assistant level, is required.

What is the working environment like for this position?

The working environment is an open office setting, which may include repetitive use of a keyboard and occasional lifting/moving of boxes or furniture typically weighing between 10-20 pounds.

Are there any conditions that may require evening or weekend hours?

Yes, some evening and weekend hours may be required during peak periods and special events.

Is this position eligible for work visa sponsorship?

No, this position is not eligible for sponsorship of work visas; applicants must be legally authorized to work for any employer in the United States.

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