Senior Administrative Associate/Travel Coordinator
Austin, TXJobSeen 6 days agoSeen in employer's feed 6 days ago
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Job overview
The Senior Administrative Associate/Travel Coordinator supports the department by organizing seminars, conferences, recruitment seminars, lunch seminars, and commencement activities. The role coordinates speakers’ and attendees’ travel, lodging, schedules, venues, and equipment, and processes travel reimbursements and conference payments. It also provides daily service to faculty, staff, and students, backs up the front desk, and assists with other projects and follow-up.
Skills & qualifications
Skills
Full job description
Senior Administrative Associate/Travel Coordinator:Preparation of Seminars for the Department, (3-5 speakers weekly): Contact with Faculty Host and guest speakerCoordinate hotel reservations, flight and ground transportationCoordinate guest list and daily schedule of meetingsWork with speakers if there is any special needs (computer, projector, etc.)Reimburse each visitor for their travel expenses that incurred during the trip after their visit. VE5, VP5, PIF, GGV, VP2.Reimburse faculty members for luncheons and dinners, VPE.Conferences (3-5 annually):Meet with faculty host for the Conference and arrange venue, meals, refreshments, for the ConferenceMake travel arrangement for each attendee (usually 20 per conference), same coordination as the seminarsMake transportation for participants on Conference DayCoordinate Conference schedule and make arrangements for equipmentAfter the conference, reimburse each attendees claims on the travel expensesBill and Collect payment from other Co-organizersRecruitment Seminar (25-30 annually):Establish with Chairman and EA a schedule of CandidatesContact the Candidate, Coordinate hotel reservations, flight and ground transportationCoordinate guest list, executive committee members interviews and daily schedule of meetingsMake appointments with Deans office and other Dept/Centers of interestWork with speakers if there is any special needs (computer, projector, etc.)Reimburse each visitor for their travel expenses that incurred during the trip after their visit. PIF, GGV, VP2.Reimburse faculty members for luncheons and dinners, VPE.Faculty members travel: Reimburse each faculty members after their travel VP5 including domestic and foreign travel.Lunch seminar: (1-3 per week)Communicate with faculty members and lunch seminar speakersCommencement Ceremony:Serve as Commencement Directory for the departments CeremonyArrange and conduct meetings with the organizing committee, volunteers, ECO staff, faculty and others involved.Coordinate guest speakers travel arrangement (duties similar to coordinating a seminar)Recruit volunteers from within Economics and Liberal Arts departmentsWork with the Chairman, Executive Assistant, faculty members, staff, volunteers, and staff of the Gregory Gym to assure all areas covered from check-in to receptionFinal meetings, check-list and preparationOther duties as required:Provide general service to faculty, staff and students as called upon and on a daily basis.Serve as a back-up to the front desk and work with staff on other projects and tasks.Other miscellaneous duties as assigned by Administrative ManagerFollow-up after projects
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