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Senior Administrative Program Coordinator, Texas McCombs

The University of Texas at Austin
retirement plan
United States, Texas, Austin
101 East 27th Street (Show on map)
Jan 23, 2026
Job Posting Title: Senior Administrative Program Coordinator, Texas McCombs ---- Hiring Department: Red McCombs School of Business ---- Position Open To: All Applicants ---- Weekly Scheduled Hours: 40 ---- FLSA Status: 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 The Senior Administrative Program Coordinator will serve as Finance Department administrator and Wall Street for McCombs (WSFM) Program Coordinator. This position will centralize program operations to support new program initiatives and ensure efficiency in administrative processes. Responsibilities WSFM Program Coordination: Program Coordination and Administrative Duties 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. Alumni and Corporate Engagement 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. Event Planning and Travel Coordination 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. Marketing and Communications 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. Finance Department Administrative Operations: Front Office Support 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. Events and Seminar Series Coordinator 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. Purchasing and Payments 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 Required Qualifications 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. Relevant education and experience may be substituted as appropriate. Preferred Qualifications 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. Salary Range $55,000 + depending on qualifications Working Conditions Working in a standard office with repetitive use of a keyboard at a workstation. Work schedule is generally 8am - 5pm with regular weekend work. This is an Austin, TX-based position. 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 Importantfor 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 and 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.