Posting Details
Posting Details
Posting Number
S05665P
Position Title
Administrative Coordinator (Austin-based)
Functional Title
Department
Shared Services
Salary Range
Commensurate with experience
Pay Basis
Monthly
Position Status
Regular full-time
Location
Austin
Position End Date (if temporary)
Posting Open Date
05/16/2024
Posting Close Date
Open Until Filled
Yes
Desired Start Date
06/17/2024
Job Summary
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
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 .