Administrative Coordinator

Exempt

Immediately

Salary commensurate with experience

40 hours weekly

Office of the Director of Police

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.

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.

Supervise administrative and secretarial employees, ensuring the efficient operation of an office or department through coordination of a wide range of services. Prepare work schedules, ensure critical function coverage (e.g., reception, telephones, mail), recruit temporary and permanent employees for administrative/secretarial positions, and maintain and manage office supplies and equipment. Provide orientation regarding office procedures and policies, monitor work performance, and process time sheets.

• Administration: Produce, update, and provide best practice support on complex Microsoft documents, databases, and other departmental systems, advising colleagues as needed and using expertise to help improve processes.
• Correspondence: Prepare tailored letters, emails, and more complex reports and agendas and minutes of meetings for approval by a board-level executive.
• Business Meetings/Events Arrangement: Arrange venues, equipment, catering, accommodations, and travel for participants arriving from various locations to ensure the smooth running of medium-scale events.
• Leadership and Direction: Explain the local action plan, to support team members in their understanding of what needs to be done, and how this relates to the broader business plan and the organization's strategy, mission, and vision; motivate people to achieve local business goals.
• Operations Management: Provide operational support services and sometimes act as first-line supervisor of a transactional operations area. Involves using existing systems and protocols.
• Work Scheduling and Allocation: Assign short-term work schedules to a team of subordinates in order to achieve expectations while following established timelines.
• Operational Compliance: Identify, within the team, instances of noncompliance with the organization's policies and procedures and/or relevant regulatory codes and codes of conduct, reporting these instances and escalating issues as appropriate.
• Procurement: Achieve specific procurement goals or provide support to others while following established procurement systems and protocols.
• Performance Management: Respond to personal objectives and use performance management systems to improve personal performance; or monitor the performance of the team, allocate work and review completion, take appropriate corrective action to ensure timeliness and quality, and contribute to formal individual performance management and appraisal.
• Budgeting: Track budgets and report variances to more senior colleagues.
• Organizational Capability Building: Provide coaching to team members to develop their skills.

• Verbal Communication: full competence to express ideas, request actions, formulate plans, & policies by means of clear and effective verbal communications.
• Planning and Organizing: full competence to plan, organize, prioritize and oversee activities to efficiently meet objectives.
• Policy and Procedures: full competence to monitor, interpret and understand policies and procedures and ensure their alignment with organizational strategies.
• Workflow Management: full competence to orient work in a workflow to plan, organize, and execute the steps it takes to achieve higher efficiencies.
• Project Management: full competence to plan and manage small project work assignments within desired cost, time and quality parameters.
• Work Scheduling: full competence to ensure the optimum scheduling of work and material resources to meet planned performance targets.
• Review and Reporting: full competence to create reports, and review reports created by others, for various audiences as relevant, in a lucid and effective manner
• Action Planning: full competence to review and evaluate recommendations and requirements and to develop appropriate plans or deliver actions required.
• Presentation Skills: full competence to communicate and deliver information verbally in a clear, concise and compelling manner to other people.

• Master's Degree, OR
• Bachelor's Degree and 2 years of experience, OR
• Associate's degree and 4 years of experience, OR
• High School diploma or GED and 6 years of experience

• May work around standard office conditions.
• Repetitive use of a keyboard at a workstation.
• Use of manual dexterity.
• Lifting and moving objects.
• 10% Travel
• Requires occasional evening or weekend hours

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.

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.