Senior Administrative Associate, Kay Bailey Hutchison Energy Center

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Job Details:

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/

The Kay Bailey Hutchison Energy (KBH) Center seeks to be the pre-eminent energy center at the intersection of energy, business, law, and policy. "The focus of the center is education for our students and convening experts and leaders in the energy sector to explore the most pressing issues facing the energy industry today." Senator Kay Bailey Hutchison, Founding Member.

Learn more here- https://www.kbhenergycenter-and-initiatives.utexas.edu/

The KBH Energy Center seeks a dependable and detail-oriented Senior Administrative Associate to provide high-level administrative, operational, and logistical support to the Executive Director and Managing Director, while independently managing core administrative functions critical to the day-to-day operations of the Center.

This role focuses on executive scheduling, travel coordination, reimbursement processing, payment processing, council administrative support, and general office management. The position plays an important support function within a dynamic academic center that engages with students, faculty, industry leaders, and public officials.

Executive Administrative Support

• Manage and proactively coordinate calendars and schedule meetings for the Executive Director and Managing Director, exercising discretion to prioritize competing demands.

• Coordinate logistics for internal and external meetings, including room reservations, technology needs, and participant communications.

• Draft, organize, and maintain agendas, briefing materials, and routine correspondence for leadership review.

• Independently track follow-up items, deadlines, and action items to ensure commitments are met.

• Serve as a trusted administrative liaison between Center leadership and internal and external stakeholders.

Office Operations

• Serve as the primary administrative point of contact for the Center, responding to inquiries and routing requests as appropriate.

• Establish and maintain organized digital and physical filing systems to support compliance, continuity, and institutional memory.

• Coordinate office operations including supplies, shared resources, and administrative workflows.

• Support onboarding of staff and student employees, including coordination of access, systems, and required documentation.

• Process and track administrative payments, reimbursements, and routine financial documentation in coordination with Center leadership and McCombs administrative offices.

Travel & Expense Coordination

• Independently coordinate and manage complex travel arrangements for Center leadership, including multi-day and multi-city itineraries.

• Prepare detailed travel itineraries and logistical schedules to support efficient and compliant travel.

• Assist with travel logistics for Senator Kay Bailey Hutchison, as applicable, requiring a high degree of discretion and professionalism.

• Process reimbursements and expense reports in compliance with university policies.

• Maintain accurate and organized documentation to support audits and reporting.

Council Administrative Support

• Maintain and regularly update Council contact lists, records, and engagement materials.

• Coordinate scheduling, logistics, and material distribution for Council meetings.

• Support annual Council dues invoicing, including coordination with McCombs finance offices, tracking payments, and conducting follow-up communications as needed.

• Draft communications, briefing materials, and follow-up documentation for leadership review.

• Track Council-related action items and support ongoing engagement efforts, particularly as they relate to fundraising and strategic initiatives.

• Bachelor's degree and at least three years of experience coordinating or administering a program; or seven years of experience with a High School Diploma/GED.

• Experience scheduling meetings and coordinating logistics for multiple supervisors.

• Experience processing expense reimbursements or financial transactions.

• Strong organizational skills and attention to detail.

• Professional written and verbal communication skills.

• Ability to maintain confidentiality and exercise sound judgment.

Relevant education and experience may be substituted as appropriate.

• Experience in a higher education, nonprofit, or professional office setting.

• Familiarity with university travel, reimbursement, payment, and financial systems.

• Experience preparing travel itineraries and supporting senior leaders.

• $50,000 + depending on qualifications

• Works in standard office conditions, in a shared office environment.

• Some evening and weekend hours may be required during peak periods and special events.

• 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 and is eligible for occasional remote work

• 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.

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Employment Eligibility:

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Retirement Plan Eligibility:

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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 and 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.