Senior Administrative Associate, Global Sustainability Leadership Institute

Senior Administrative Associate, Global Sustainability Leadership Institute

This position provides administrative support to the Global Sustainability Leadership Institute (GSLI), housed in the McCombs School of Business in partnership with the Moody College of Communication. The Senior Administrative Associate will support the Managing Director and the Senior Program Manager with administration and program execution and communication, and will assist in coordinating the GSLI's Minor Degree program. We are looking for an organized problem-solver with an entrepreneurial mindset and heart for impact.

Administrative support

• Process expense authorizations, purchase requests, bill payments, and individual reimbursements using McCombs intranet system.
• Provide administrative support for SIIF internship fund
• Organize GSLI documents via UT Box and Google Drive and manage access.
• Provide support to affiliated student organizations (such as ordering materials and booking rooms)
• Attend various staff meetings as appropriate; take notes at meetings as needed
• General office duties, research, and inquiry referrals.
• Schedule meetings and send calendar notifications
• Maintain and manage UT Box and other operational documents and archives
• Order office and event supplies.
• Support transition to the Institute for Sustainability and Leadership
• Keep records for all purchases in a budget spreadsheet
• Represent the GSLI at future academic fairs or events as determined by the GSLI Managing Director; the employee should be able to articulate the center's mission, programs, and application process
• Document organizational processes

Communication and Brand Support

• Manage branded products – coordinate with vendor, process licensing requests, execute orders, and manage inventory.
• Monitor social media mentions. Create content as needed, and as directed by the Program Manager.
• Contact campus and community partners with event information, as directed by the Program Manager.
• Compile and design the GSLI's newsletter, The Innovator, with the approval/support of the GSLI Program Manager.
• Complete the McCombs CMO office's social media calendar weekly at the direction of the Program Manager.
• Work directly with student workers to produce communications materials, such as flyers.
• Post and pick up flyers
• Manage mailings (including procurement of materials and sending packages)
• Support the Program Manager in documenting impact for events and programs; help develop and distribute surveys as needed, and compile results
• Support the Program Manager in developing semester Impact Reports
• Support the Program Manager and student workers in creating video storyboards as needed
• Edit images and videos as needed

Event and Program Support

• Provide general support for events including external meetings, workshops, guest speakers, and activities with affiliated student organizations.
• Support GSLI programming development as needed from the Program Manager or Managing Director; examples of incidental needs include research on other school's programs, discussions with students, and schedule management
• Plan logistics and calendaring for GSLI events and programming in academic year
• Work with Media and Tech services as needed for GSLI activities; schedule recordings, reserve equipment, and interface with tech representatives Maintain member lists, support planning and execution, send invitations, and manage event registration.
• Submit room reservations.
• Manage catering orders.
• Coordinate with administrative staff of campus partners for joint events and programs.
• Assemble event/program materials for use during academic year

Minor Development and Support

• Support the development of the Sustainability Minor
• Support the operations of the Sustainability Minor Faculty Committee through calendaring, meeting reservations, email reminders, documentation, meeting minutes, etc.
• Communicate and coordinate with the McCombs Undergraduate Office and other campus entities for course listings, approvals, etc.
• Develop and organize course listings for the Minor; seek approval for listing from course departments
• Generate a communications list for the Sustainable Business Minor

Other related duties as assigned :
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