Posting Details
Posting Details
Posting Number
S05716P
Position Title
Business Administrator
Functional Title
VDC Business Administrator
Department
Innovation & Commercialization
Salary Range
up to $68,000, DOQ
Pay Basis
Monthly
Position Status
Regular full-time
Location
Richardson
Position End Date (if temporary)
Posting Open Date
06/07/2024
Posting Close Date
06/14/2024
Open Until Filled
No
Desired Start Date
07/01/2024
Job Summary
The UT Dallas Office of Technology Commercialization ( OTC ) is seeking a qualified candidate to perform a broad spectrum of tasks related to the management and operations of the Venture Development Center ( VDC ), UTD's startup incubator facility. Responsibilities include, but are not limited to:

• Act as the primary point of contact for all internal and external stakeholders on matters related to the VDC .
• Review new company applications to the VDC , interview prospective tenants, assess qualifications and fit, and make an admittance recommendation.
• Manage and oversee VDC space allocation and utilization.
• Prepare various agreements including VDC license agreements, amendments, terminations, etc., review for accuracy, completeness, and compliance with University/System policies and guidelines, route through the signature process, and track same.
• Process Comet Card requests, network access requests, physical access requests (keys and Comet Card access), terminations, etc., and track same.
• Maintain tracking of relevant data, performance, and budget metrics; prepare reports/summaries/analyses on VDC activity as requested; utilize various office systems/databases to maintain accurate and up-to-date records.
• Liaise and coordinate with various UTD departments including Police (access control and security), Custodial (cleaning), Institutional Risk and Safety (safety, chemical disposal, licensee conformance to UTD insurance requirements), Facilities Management (work orders), etc.
• Liaise and coordinate with various external vendors related to equipment and facilities maintenance, chemical disposal, etc. and process invoices/contracts related thereto.
• Coordinate/interact closely with adjacent ORI offices and spaces, including the Richardson IQ Research Centers, IIE /Blackstone Launchpad, Finance, Post Award Management, Economic Development, etc.
• Develop and implement standard operating procedures (SOPs), process workflows and tracking mechanisms, documentation, and training programs. Under the guidance of the OTC Senior Director, evaluate and implement robust software systems (e.g. CRM , database, etc.) to improve operational efficiency, reporting capability, and quality of service delivered to VDC tenants.

Minimum Education and Experience

• Bachelor's degree; and
• Three to five years of experience performing administrative duties with two of these years in a position with unit-wide scope; and
• One to three years of supervisory experience; and
• One to three years administrative experience in higher education.
• An equivalent level of relevant education and experience may be considered.

Preferred Education and Experience
The ideal candidate will have at least 2-3 years of prior experience in office/facilities management support in a research administration and/or higher education startup incubator context.

• Excellent verbal communication skills.
• Effective writing skills (including excellent proofreading, spelling, grammar, and punctuation).
• Excellent interpersonal and communication skills, especially in constructing email communications with internal and external stakeholders.
• Extreme attention to detail and exceptional organizational skills.
• Demonstrated ability to work within a community and maintain effective working relationships at all levels in the organization.
• Demonstrated ability to work under pressure and to meet inflexible deadlines on their own initiative.
• Proficient computer skills including the Microsoft Office Suite.
• Strong decision-making skills; ability to independently analyze and resolve complex problems via examination of established protocols.
• Ability to maintain confidentiality and exercise appropriate discretion with information.

Essential Duties and Responsibilities
Develop a thorough understanding of the VDC's operational processes, policies, and management systems sufficient to navigate and perform all operations as required by the OTC .

• Act as the primary point of contact for all internal and external stakeholders on matters related to the VDC .
• Review new company applications to the VDC , interview prospective tenants, assess qualifications and fit, and make an admittance recommendation.
• Manage and oversee VDC space allocation and utilization.
• Prepare various agreements including VDC license agreements, amendments, terminations, etc. using approved templates, review for accuracy, completeness, and compliance with University/System policies and guidelines, route through the signature process, and track same.
• Process Comet Card requests, network access requests, physical access requests (keys and Comet Card access), terminations, etc., and track same.
• Maintain tracking of relevant data, performance, and budget metrics; prepare reports/summaries/analyses on VDC activity as requested; utilize various office systems/databases to maintain accurate and up-to-date records.
• Liaise and coordinate with various UTD departments including Police (access control and security), Custodial (cleaning), Institutional Risk and Safety (safety, chemical disposal, licensee conformance to UTD insurance requirements), Facilities Management (work orders), etc.
• Liaise and coordinate with various external vendors related to equipment and facilities maintenance, chemical disposal, etc. and process invoices/contracts related thereto.
• Coordinate/interact closely with adjacent ORI offices and spaces, including the Richardson IQ Research Centers, IIE /Blackstone Launchpad, Finance, Post Award Management, Economic Development, etc.
• Develop and implement standard operating procedures (SOPs), process workflows and tracking mechanisms, documentation, and training programs. Under the guidance of the OTC Senior Director, evaluate and implement robust software systems (e.g. CRM , database, etc.) to improve operational efficiency, reporting capability, and quality of service delivered to VDC tenants.
• Engage in networking and outreach to recruit new startup companies to the VDC and to connect existing VDC companies with other companies, service providers, mentors, UTD departments and researchers, and others which may be beneficial and/or synergistic.
• Oversee the redesign and updating of the VDC website and prepare related marketing materials.
• Oversee the conference room scheduling system.
• Manage the stocking of breakroom supplies, office supplies, and equipment, etc.
• Oversee mail and package delivery.
• Coordinate/host various events.
• Manage student workers and/or direct reports.
• Support various OTC initiatives, projects, and programs, and other duties as assigned.

Physical Activities
Working Conditions
Additional Information
FOR FUTURE AVAILABILITY - After the 6 month probationary period, this role may be eligible for a hybrid (partly remote/partly in office) work schedule, subject to business need and manager approval. May be required to use personal computer and other standard office equipment. Must be located within the DFW Area and have the ability to be on campus with 24 hours of notice. A UT Dallas Remote Work Agreement will be required within 14 days after approval.
What We Can Offer
UT Dallas is an Equal Opportunity Employer. We offer an employee-friendly work environment with a comprehensive benefit package including:
Competitive Salary
Tuition Benefits
Internal Training
Medical insurance - including 100% paid employee medical coverage for full-time employees
Dental Insurance
Vision Insurance
Long and short-term disability
Retirement Plan Options
Paid time off
Paid Holidays All UT Dallas employees have access to various professional development opportunities , including a membership to Academic Impressions, LinkedIn Learning, and UT Dallas Bright Leaders Program.
Visit https://hr.utdallas.edu/employees/benefits/ for more information.
About Us
UT Dallas is a top public research university located in one of the nation's fastest-growing metropolitan regions. Our seven schools offer more than 140 undergraduate and graduate programs, plus professional certificates and fast-track programs. Our student body is 31,000 strong, reflecting students from over 100 countries and a multiplicity of identities and experiences. UT Dallas is committed to graduating well-rounded members of the global community whose education has prepared them for rewarding lives and productive careers in a constantly changing world.
The University has a variety of programs and initiatives to support engagement and success for all members of the campus community. Employee benefits include a range of physical and mental wellness resources. "LilyPad" lactation facilities are located throughout the campus. There are several Employee Resource Groups (ERGs) comprised of individuals who share common interests to help build community among UT Dallas faculty and staff (e.g., Universal Access ERG , Military and Veteran ERG , UT Dallas Young Professionals).
Rich with visual and performing arts venues, museum districts, professional and semi-professional athletics teams, botanical gardens, accessible trails and so much more, the Dallas-Fort Worth ( DFW ) metroplex has something for everyone to explore. UT Dallas partners with regional higher education institutions and school districts and with the Richardson Innovation Quarter (Richardson IQ), a major hub for innovation, entrepreneurship, and educational activities.
Special Instructions Summary
Important Message
1) 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.
2) The University of Texas at Dallas is committed to providing an educational, living, and working environment that is welcoming, respectful, and inclusive of all members of the university community. UT Dallas does not discriminate on the basis of race, color, religion, sex (including pregnancy), sexual orientation, gender identity, gender expression, age, national origin, disability, genetic information, or veteran status in its services, programs, activities, employment, and education, including in admission and enrollment. EOE , including disability/veterans. The University is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities. To request reasonable accommodation in the employment application and interview process, contact the ADA Coordinator . For inquiries regarding nondiscrimination policies, contact the Title IX Coordinator .