Administrative Coordinator

6 days ago

Austin, Texas, United States University of Texas at Dallas Full time
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.

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, detailoriented, 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 selfinitiative 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

Responsibilities:

  • Required to be onsite 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 onsite 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 onsite 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 internshiprelated 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.

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