What are the responsibilities and job description for the Program Coordinator position at University of Texas System?

FLSA Status

Nonexempt

Earliest Start Date

Immediately

Salary

Salary commensurate with experience

Hours per Week

40.00 Standard from 8 : 00 AM to 5 : 00 PM

Hiring Department

Board of Regents

Required Application Materials

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.

About Us

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.

Purpose of Position

Provides independent assistance to the administrator in the daily operations and functions of the office or department. To assist with daily routine office duties and other projects as assigned.

Essential Functions

Board Meeting & Program Coordinator

Agenda Book Management : Assist with the printing and distribution of hard copy Agenda Books to the Chancellor's Office and designated Board members, as directed. This includes gathering binders, creating tabs, and printing covers, spines, and book content.

Agenda Books and Board Minutes : Assist with the printing, assembling, proofing, and finalizing of all Agenda Books and Board minutes for both permanent and microfilm copies.

Legislative Reference Copies : Assist with the preparation of official Legislative Reference Librarian copies of Board minutes.

Table of Contents for Public Meetings : Print Table of Contents for public availability at Board meetings.

Assist with catering arrangements during Board meetings.

Handle the setup of the Board Room with supplies, name tents, and chair signs. Ensure cleanup after meetings, including the removal of supplies, name tents, chair signs, and any leftover meeting materials.

Financial Data Management : Enter data from Regents' Personal Financial Statements and respond to related queries.

Research Assistance : Assist with research projects.

Document Management :

Compile, prepare, and distribute weekly mail packets to Regents.

Code and file hard copy and electronic documents, including scanning and filing in SharePoint and / or FileNet, while ensuring the handling of confidential and privileged information.

Commencement Regalia Preparation : Assist with the preparation and distribution of regalia for commencement, including sending regalia and tracking important dates.

Directory Updates :

Continuously update the UTS / UTIMCO abbreviated directory in SharePoint, print and distribute it to the BOR and System employees, and ship copies to the Regents.

Maintain the Administrative Officers list and other office staff directories as needed.

Travel Coordination Duties for the BOR Office

Out-of-State Travel Requests : Complete out-of-state travel request forms for BOR Office staff and Regents.

Travel Arrangements : Coordinate travel arrangements for BOR Office staff. Under the direction of the Senior Associate to the General Counsel to the Board, make travel arrangements for Regents.

Travel Agendas and Briefings : Prepare and finalize travel agendas and briefings as needed.

Receipt Collection and Reimbursements : Proactively collect receipts from travelers and prepare travel reimbursements promptly, including travel and Concur reimbursements for Regents, in accordance with policies and procedures.

Travel Tracking : Track travel status from notification through reimbursement. Be on-call to handle any last-minute changes or issues, which may require working some evenings and weekends.

Administrative & Office Management Duties

Employee Timesheets and Onboarding / Offboarding : Manage timesheets and process the onboarding and offboarding of employees in our office.

Bill Management : Handle billing responsibilities, including managing the OneCard and Procard accounts.

Communication Management : Serve as the primary contact for handling incoming calls, Board of Regents (BOR) emails, and both inbound and outbound mail.

Mail Management :

Prepare and label outgoing overnight packages using EshipGlobal.

Send certified correspondence as needed.

Serve as backup for printing Faculty Termination information.

Office & Meeting Supply Management :

Order office supplies, kitchen supplies, and subscriptions. Conduct bi-weekly audits of breakroom and workroom supplies, including agenda book tabs.

Stock the kitchen, including the refrigerator for drinks, and organize orders in cabinets. Track expiration dates.

Assist with MRM meeting room reservations.

Serve as the primary contact for placing maintenance work orders.

Act as the BOR Office Inventory Liaison and Safety Liaison.

Maintain copiers by loading paper and toner as needed.

Other duties as assigned.

Knowledge, Skills & Abilities

Required :

Knowledge of common workplace phone systems and computer programs, including FileNet, Word, SharePoint

Knowledge of general office practices and administrative procedures

Strong organizational skills

Strong communication skills

Ability to manage a variety of tasks

Ability to use standard office equipment and software

Professional demeanor

Ability to maintain confidentiality and handle sensitive information

Effective communication skills

Detail-oriented, able to multitask, and highly organized

Ability to work independently as well as collaborate in a team-oriented environment

Demonstrated experience in managing executive travel with superb customer service skills

Demonstrated experience in coordinating activities and events

Proficiency with Microsoft software and comfortable learning new technology

Solution-oriented mindset

Preferred :

Experience with UT System policies, procedures, and administrative systems

Experience utilizing Concur and PeopleSoft

Required Qualifications

High school diploma or GED equivalent with a minimum of three years administrative experience. Each year of college (30 semester hours) may substitute for one year of the required experience on a year-for-year basis, up to a maximum of two years of substituted experience.

Preferred Qualifications

Bachelor's degree and five years of administrative experience

Working Conditions

May work around standard office conditions

Repetitive use of a keyboard at a workstation

Uses standard office equipment

Requires occasional evening or weekend hours

Hybrid work environment (remote & office)

Additional Information

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.

EO / AA Statement

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 .

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