Administrative Coordinator

Posted Date 20 May 2024

Experience	2 Years	Salary	45000USD
Job Type	Full Time	Company	University of Texas at Dallas
Job Category	Administration	Qualification	BS Administration
Gender	Both	Last Date	18 Aug
Vacancies	1	Remote	No
Location(s)	Texas , United States

Job Description

The Shared⠀Information⠀Services⠀Team is⠀seeking a⠀highly⠀organized⠀and⠀collaborative⠀team⠀player to⠀serve as⠀our⠀Austin-based⠀Business⠀Office⠀Administrator.⠀This⠀in-person⠀position⠀provides⠀direct⠀support⠀for⠀Information⠀Technology⠀operations⠀in Austin,⠀focusing⠀on⠀administrative⠀coordination⠀of daily⠀operations,⠀on-site⠀activities⠀and events⠀as well as⠀supporting⠀our⠀student⠀worker⠀programs.

A⠀successful⠀candidate⠀will be⠀customer⠀service-minded⠀and⠀interested⠀in⠀providing⠀exceptional⠀support to⠀our team⠀and other⠀stakeholders.⠀The⠀position⠀requires⠀attention⠀to detail,⠀accuracy,⠀and the⠀ability to⠀meet⠀deadlines.⠀Candidate⠀must have⠀exceptional⠀verbal and⠀written⠀communication⠀skills,⠀the⠀ability to⠀support⠀multiple⠀team⠀members,⠀and⠀complete⠀tasks in a⠀fast-paced⠀environment.⠀The ideal⠀candidate⠀will have⠀a strong⠀background⠀in⠀administrative⠀leadership,⠀excellent⠀customer⠀service⠀skills,⠀and a⠀solid⠀understanding⠀of higher⠀education⠀environments.

Minimum⠀Education⠀and⠀Experience

Bachelor’s⠀degree in⠀Business⠀Administration⠀or related⠀field with⠀three⠀years of⠀administrative⠀experience;⠀or⠀equivalent⠀combination⠀of⠀education⠀and⠀experience.

Preferred Education and Experience

Must be⠀exceptionally⠀organized,⠀detail-oriented,⠀and⠀possess⠀excellent⠀verbal,⠀written⠀and⠀interpersonal⠀skills.
Experience⠀performing⠀complex⠀administrative⠀functions⠀at a⠀college/university⠀or⠀relevant⠀professional⠀setting.
Working⠀knowledge⠀or direct⠀experience⠀with the⠀UT System,⠀UT System⠀institutions⠀and/or⠀higher⠀education⠀institutions.
Experience⠀coordinating⠀business⠀meetings⠀and in⠀person⠀events.
Experience⠀providing⠀support⠀and⠀oversight⠀for⠀student⠀programs.
Ability⠀to⠀demonstrate⠀tact and⠀diplomacy,⠀and to⠀maintain a⠀high level⠀of⠀confidentiality.
Ability⠀to⠀demonstrate⠀self-initiative⠀as well as⠀to work⠀well as a⠀team.
Excellent⠀planning⠀and⠀organizational⠀skills⠀with⠀ability to⠀manage⠀multiple⠀tasks,⠀adapt to⠀changing⠀priorities,⠀work under⠀pressure,⠀and meet⠀deadlines.
Intermediate⠀or⠀advanced⠀proficiency⠀in⠀Microsoft⠀Office 365⠀and Teams.

Essential Duties and Responsibilities

Required⠀to be⠀on-site at⠀least 4⠀days a⠀week to⠀support⠀the⠀department⠀in⠀coordinating⠀the UT⠀System⠀Administration⠀Office of⠀the CIO⠀office⠀location⠀including⠀scheduling,⠀preparing⠀and⠀distributing⠀materials,⠀conference⠀room set⠀up,⠀responding⠀to office⠀inquiries⠀and⠀associated⠀follow⠀up.
Assist⠀with⠀business⠀meetings,⠀events and⠀other⠀on-site⠀activities.
Collaborate⠀with other⠀administrative⠀team⠀members to⠀help⠀ensure⠀effective⠀departmental⠀operations.
Participate⠀in⠀coordination⠀meetings⠀with⠀facilities⠀and risk⠀management⠀stakeholders⠀to support⠀a safe⠀office⠀environment.
Report⠀on matters⠀regarding⠀the⠀office’s⠀physical⠀needs such⠀as⠀maintenance⠀requests,⠀conference⠀room⠀coordination,⠀and office⠀space⠀allocation.
Coordinate⠀the intake⠀and⠀receiving⠀of mail,⠀technology⠀equipment⠀and other⠀time⠀sensitive⠀deliveries.
Ensure⠀compliance⠀with⠀institutional⠀policies⠀and⠀applicable⠀laws.
Student⠀Worker⠀Programs:
Collaborate⠀with CIO⠀management⠀team to⠀support⠀the⠀recruiting⠀process⠀for⠀student⠀worker⠀programs⠀including⠀onboarding⠀through⠀offboarding⠀activities.
Provide⠀on-site⠀support⠀and⠀oversight⠀of student⠀worker⠀schedules,⠀shifts,⠀timekeeping⠀and⠀escalation⠀needs.
Coordinate⠀with human⠀resources⠀to⠀facilitate⠀workshops⠀and⠀programs⠀to support⠀student⠀development.
Assists⠀students⠀with⠀concerns⠀by⠀providing⠀guidance⠀and⠀troubleshooting⠀internship-related⠀issues.
Support⠀the⠀evaluation⠀and⠀improvement⠀of student⠀worker⠀programs.
Ensure⠀compliance⠀with⠀institutional⠀policies⠀and⠀applicable⠀laws.

Other Duties and Responsibilities:

Work⠀closely⠀with the⠀Office of⠀the CIO⠀management⠀team to⠀research⠀and share⠀best⠀practices,⠀provide⠀assistance⠀on⠀critical⠀needs, and⠀coordinate⠀initiatives⠀as⠀assigned.
Generate⠀regular⠀reports on⠀department⠀activities⠀and office⠀performance⠀metrics.
Remain⠀focused on⠀the⠀varying⠀needs,⠀priorities,⠀and⠀resources⠀of the⠀department.
Other⠀duties as⠀assigned.

Physical⠀Activities⠀Working⠀Conditions⠀Additional⠀Information⠀Special⠀Instructions⠀Summary⠀Important⠀Message

⠀All⠀employees⠀serve as a⠀representative⠀of the⠀University⠀and are⠀expected⠀to display⠀respect,⠀civility,⠀professional⠀courtesy,⠀consideration⠀of others⠀and⠀discretion⠀in all⠀interactions⠀with⠀members of⠀the UT⠀Dallas⠀community⠀and the⠀general⠀public.