Administrative Coordinator

Location: San Antonio, TX
Regular/Temporary: Regular
Job ID: 13348
Full/Part Time: Full Time

Org Marketing Statement

The University of Texas at San Antonio is a Tier One research university and a Hispanic Serving Institution specializing in cybersecurity, health, fundamental futures, and social-economic transformation. With more than 35,000 students, it is the largest university in the San Antonio region. UTSA advances knowledge through research and discovery, teaching and learning, community engagement and public service, and with an intentional focus on career readiness the university produces more graduates for the workforce than any other institution in the region. It is a catalyst for socioeconomic development and the commercialization of intellectual property - for Texas, the nation and the world. UTSA has been recognized as a Top Employer in Texas by Forbes Magazine. Learn more online, on UTSA Today or on X (formerly Twitter), Instagram, Facebook, YouTube or LinkedIn.

In 2024, the UT System Board of Regents authorized UT System to begin integrating UTSA and UT Health San Antonio into one unified institution, establishing a world-class university that integrates academic, research, and clinical excellence to build a profoundly impactful university of the future. Driven by a vision for growth and impact, this merger will expand capacity to offer robust undergraduate and graduate programs, attract top-tier faculty and staff, develop innovative initiatives, and elevate transdisciplinary research to address the evolving needs of the region.

Posting End Date: Applications will be accepted through 11:59 PM CDT on 04/25/2025. At the discretion of the hiring department, this position posting may close once a sufficient number of qualified applications have been received.

Salary Range: Up to $47,000 annualized, commensurate with education, experience and qualifications.

Hours: up to 40 hours per week, exempt.

Required Application Materials:

• Resume is required.
• Cover letter is preferred.

Essential Functions

Job Summary

Provide oversight of all administrative functions of the Student Conduct and Community Standards Office (SCCS). This position will facilitate case intake, maintain standard of customer service in the office, and lead business efforts through student staff supervision, operational tasks, and various assigned projects. The Administrative Coordinator should be confident in working with technology, have excellent verbal and written skills, and have experience administrative functions.

Core Responsibilities

• Responsible for the intake of all SCCS reports received by students, faculty, and staff.
• Responsible for background checks and will draft appropriate documentation to send to various campus partners.
• In conjunction with the Director, the administrative coordinator will maintain the Maxient database to ensure all records are updated, shared with the appropriate campus partners, and have all required documentation.
• Monitors Salesforce platform for emails and recommends changes and updates to the departmental website. This includes utilizing effective communication, and business etiquette at all times. The position would be responsible for ensuring all letters and materials sent from the office are properly reviewed and edited, and all forms of communication are executed within a timely manner.
• Coordinate and complete departmental projects delegated by the Director of Student Conduct and Community Standards.
• Assist in office assessment for continuous improvement of the department. This includes producing detailed and accurate reporting, analyzing data and trends, and selecting appropriate information to share with campus partners.
• Partner with the Business Service Center to plan travel accommodations, reserving space on campus, and purchasing supplies for departmental needs.
• Execution of operational tasks. This includes the oversight of supply management and inventory, the documentation and record keeping for meetings.
• Serve on select university committees assigned by the Director of Student Conduct and Community Standards.
• Assists the Director with staff recruitment and supervises all student staff. This responsibility includes the scheduling, training, and monitoring of student staff progress.
• Initial contact with faculty, staff, and students regarding the conduct process. This position explains processes in detail as well as solidifying a standard of customer service amongst team members.
• Tasked with the setting of all SCCS administrative hearings. Administrative coordinator will work with all parties to set hearing process in a timely manner in line with best conduct practices. If needed the administrative coordinator will serve as the secondary recorder to ensure efficiency, process is followed per university policy, and to prevent technology issues with the online format.
• Performs other duties as assigned.

Required Qualifications

• Associate's degree plus four (4) years' experience of working in customer service, office management, or general business.
• Bachelor's degree may substitute for required experience up to two (2) years.

Preferred Qualifications

• Bachelor's Degree.
• Experience working in an educational setting, specifically higher education.

Knowledge, Skills, and Abilities

• Excellent communication skills (written and verbal).
• Demonstrated independent decision-making and problem-solving ability.
• Ability to work on a variety of tasks simultaneously.
• Experience with conflict resolution, mediation, and/or other de-escalation practices.
• Proficient in Microsoft Office Suite.

Additional Information

• UTSA is a tobacco free campus.
• This is a security sensitive position. Employment is contingent upon a successful background check.
• Applicants selected must be able to show proof of eligibility to work in the United States by time of hire.
• Valid driver's license and Motor Vehicle Record (MVR) as applicable.

Working Conditions

• Office environment.
• Ability to travel to and from meetings, training sessions or other business-related events.
• Occasional after hours and/or weekend work may be required.

Physical Demands:

• Sedentary work; sitting most of the time. Jobs are sedentary, if walking and standing are required, only occasionally.
• Exerts up to 10 lbs. or more of force occasional.

This position will be primarily located on campus. Travel and parking expenses are the employee's responsibility.

Equal Employment Opportunity

As an equal employment opportunity and affirmative action employer, it is the policy of The University of Texas at San Antonio to promote and ensure equal employment opportunity for all individuals regardless of race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability or genetic information, and veteran status. The University is committed to the Affirmative Action Program in compliance with all government requirements to ensure nondiscrimination. Women, minorities, people with disabilities and veterans are encouraged to apply. UTSA campuses are accessible to persons with disabilities.