Job Posting Title: Operations Specialist, 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 Working closely with the Director of Operations, this position will provide operational support for the MBA Program Office. Responsibilities Admissions: Serve as the admissions front line for all phone and email inquiries. Assist callers with admissions-related questions and application issues. Check the six MBA Admissions inboxes daily, responding to cases and assigning to other team members when appropriate. Assist the MBA Admissions & Marketing Team with larger event check-in when appropriate. Reach out to in-person event registrants prior to events to provide event details and to confirm attendance. Assist the Full-Time MBA admissions team with the Admitted Student Community on Microsoft Teams. MBA Front Desk: Perform receptionist functions at a busy receptionist desk. Provide exceptional customer service to students, faculty, staff, and outside constituents. Responsible for opening and closing the MBA Program Office each day. Maintain reception area ensuring the area presents a professional appearance. Ensure that all MBA printed materials are up-to-date and well stocked. Open, sort, and distribute mail for the office; keep the copy room cleaned and manage office supply inventory ordering as needed. Move and lift shipping boxes coming in and out of the MBA Program Office. Manage staff location changes, move and create door name plates, and keep the McCombs Dean’s Office up-to-date on office locations for all staff. Work collaboratively as a member of the Facilities/Operation Team. Financial Aid: Assist the MBA Financial Aid team with communications via phone, email and in-person meetings with MBA students. Interface with all programs to help meet deadlines for tuition numbers and triage financial aid traffic during peak times and help with student support as needed. Coordinate Fin Aid Annual Communications with students to ensure timeliness of tuition payment, FAFSA renewal and other standard communications. Assist in development of materials and presentations to support the student financial aid process. Present financial aid information and counsel prospective students as needed. Other duties as assigned Required Qualifications Bachelor's degree and one year of experience with clerical functions, hospitality and/or receptionist functions. Prior experience planning and coordinating logistics for large events in a customer facing role. Demonstrated ability to manage multiple responsibilities simultaneously in a fast-paced environment. Ability to work independently with little supervision. Excellent written and editing skills. Strong interpersonal and teamwork skills. Detail oriented. Relevant education and experience may be substituted as appropriate. Preferred Qualifications Prior UT experience. Prior experience as an administrator for EMS or other registration software Salary Range $42,000 depending on qualifications Working Conditions May work under standard office conditions with repetitive use of a keyboard at a workstation. This is an Austin, Texas-based position and is eligible for hybrid work. 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 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. ---- 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. In 2023, The University of Texas at Austin placed in the top 10 among Texas employers and came in the top 15 for higher education institutions on Forbes’s 2023 list of 500 best large employers. The university’s aspiration to become the world’s highest-impact public research university is driven by our outstanding people. Our employees are the bedrock of our university and are empowered to be true to themselves, to participate fully in our vibrant university, and to thrive as individuals. UT Austin offers competitive salaries, full benefits, an extensive support network, and above all, an enriching and highly collaborative working community that is deeply passionate about our vision for higher education and public service. Looking for a student job? Please see our Student Employment site. Comments and Inquiries: Email comments to: Human Resource Service Center. For questions or concerns regarding equal opportunity only, contact Equal Opportunity Services. Additional information for applicants can be found on the Human Resources web page: Applying for Employment. For more job information, call the Human Resource Service Center at (512) 471-4772, or toll-free at (800) 687-4178. UT Austin is a Tobacco-free Campus