Administrative Coordinator

Exempt

Immediately

$6,667+ monthly negotiable depending on qualifications

40 hours weekly

Office of the Chancellor

A resume and letter of interest is required to apply. Candidates under final consideration will also be required to submit professional references, college degree information, and employment history to an online third-party vendor.

For more than 140 years, The University of Texas System has improved the lives of Texans - and people all over the world - through education, health care, and research. The System consists of nine academic institutions, five health institutions, and The University of Texas System Administration. The institutions of the UT System employ more than 116,000 faculty, health care professionals, researchers, support staff, and student workers.

The UT System Administration is primarily based in Austin, Texas. It supports the missions of the System's fourteen institutions by providing financial, legal, planning, purchasing, government relations, communications, development, and other central services. Serving a growing state, the UT System Administration strives to provide a welcoming, supportive work environment that embraces different perspectives - not only because it enables the organization to be stronger, creative, and thoughtful, but because it is the right thing to do. To that end, UT System Administration embraces state laws on military and former foster children employment preferences.

Provides coordination and administrative support services within the Office of the Chancellor.

• Ensures the smooth overall operation of the Office of the Chancellor by providing support to executive management, maintaining calendars, scheduling travel, making travel arrangements, and processing travel reimbursements.
• Manages departmental budget-related activities, reconciling and/or ensuring budgetary compliance.
• Analyzes business needs and suggests appropriate solutions, ensures adherence to processes in alignment with UT System policies and Board of Regents Rules and Regulations. Prioritizes workflow to ensure efficient operation of the office.
• Organizes and manages the Office of the Chancellor's documents and records. Updates databases, drafts, and proofs business documents.
• Other duties as assigned.

Administrative Coordinator Duties:

• Efficiently manage, prioritize, research, and respond to multiple ad-hoc requests from internal and external departments based on urgency and importance, managing time effectively to meet deadlines and accurate completion of tasks, establishing positive working relationships across UT System and working collaboratively to gather necessary information and resources for tasks.
• Identify and resolve issues related to ad hoc requests, providing innovative solutions to meet the organization's needs.
• Maintain clear and effective communication with stakeholders and the Executive Director to understand their requirements and provide updates on request status.
• Serves as a liaison for the Office with respect to technology support, inventory, records & records retention, and Public Information Requests
• Responsible for all HR-related timekeeping tasks, ensuring timely completion of timesheets on behalf of the Chancellors' Office.
• Works directly with staff in resolving/troubleshooting office administrative & equipment issues.
• Coordinates with the Executive Projects Coordinator on meeting arrangements (contracting hotels, ordering catering, overseeing A/V technology, securing meeting space, and engaging with vendors).
• Cross trains and manages some of the essential functions of the office, such as processing mail, answering the main line, providing support for visitors, and setting up meetings.
• Serves as backup to the Executive Projects Coordinator on preparing and sending correspondence.
• Strategizes with the team to create process documentation and workflow efficiency improvements for office operations, including technology solutions.

Payment Processor Duties:

• In accordance with policies and procedures: Orders office supplies, materials, and beverages for the Chancellor's Office and processes vendor payments.
• Manages Chancellor's Office memberships and subscriptions and ensures prompt payment.
• Proactively collects receipts from travelers, prepares travel reimbursements promptly, tracks travel status from notification through reimbursement, and provides weekly reports.

Reconciliation & Reports Manager Duties:

• Prepares monthly salary reconciliation reports, Procard, and One card reconciliation reports for review by the Executive Director.
• Prepares monthly and/or quarterly actual-to-budget comparison reports, including providing cost center balances and/or expenditure data information/reports as needed/requested.
• Maintain and track expenses of consultant contracts for compliance with contracts/budget.
• In consultation with the Executive Director, drafts responses to audits.

Bachelors Degree and 3 years of administrative experience OR High School Diploma or GED and 7 years of administrative experience.

Bachelors degree preferred. Experience working in higher education. Experience working in an executive office.

• May work around standard office conditions.
• Repetitive use of a keyboard at a workstation.
• Uses standard office equipment
• Requires occasional evening or weekend hours

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to a minimum of 20 hours per week and at least 135 days in length. Participation in TRS is mandatory.

A background check will be conducted on candidates under final consideration. The background check may include any or all of the following: criminal history check, prior employment verification, education verification, professional references check, and motor vehicle records check. Background checks are conducted by third-party vendors. Upon request form the third-party vendor, candidates under final consideration must provide the required information for the background checks to be completed.

The University of Texas System Administration is a federal contractor committed to providing equal employment opportunity for all qualified applicants and employees in all terms and conditions of employment. U. T. System will provide equal employment opportunity to all qualified persons and will not discriminate on the basis of race, color, sex, sexual orientation, gender identity/expression, pregnancy, religion, national origin, age, disability, genetic information, protected veteran status, or any other characteristic protected by federal or state laws.

For information on accommodations for individuals with disabilities, please contact the Office of Talent and Innovation at oti@utsystem.edu.