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The University of Texas at Austin · 3 weeks ago

Administrative Services Officer - Office of the Executive Vice President and Provost

Austin, TX

Full-time

Onsite

Mid, Senior Level

6+ years exp

The University of Texas at Austin is seeking an Administrative Services Officer for the Office of the Executive Vice President and Provost. This role involves providing financial and administrative support services, acting as the primary business point-of-contact for designated units, and ensuring operational success through effective communication and management of processes.

Corporate TrainingEducationHigher EducationUniversities

No H1B

Responsibilities

Develop deep knowledge of the business needs of the assigned units. Serve as primary point of contact for staff, faculty and students for financial and administrative matters. Research, evaluate and resolve related issues. Perform or delegate to appropriate centralized teams administrative processes required for business operations, ensuring efficient operation and high-quality customer service. Processes include but are not limited to: all procurement needs (to include purchase orders, contracts, software orders, UT Market and ProCard holder), payments, deposits, personnel hires, department files and various reports

Using delegated authority and in compliance with policies/procedures, initiate, review and approve personnel requests, purchases, payments and expense authorizations for business operations. Advise leadership and clients of designated units of relevant administrative policies

Coordinate the production of administrative, financial, and gift reports in collaboration with centralized staff. Assist leadership in drafting correspondence and collecting information, as requested. Prepare invoices and collaborate with centralized staff to receive funds as needed

Review monthly reconciliation of department/position cost centers against anticipated budgets. Assist leadership with the development of annual budgets as assigned

Coordinate operational aspects of the recruitment of faculty administrator, staff, or student employees to support an exceptional candidate experience. Arrange travel and communicate with candidates, as assigned. Initiate/monitor hiring, adjustments to appointments, and separation requests. In collaboration with the EVPP Human Resources team, assist with creating job descriptions and postings and managing positions. Conduct onboarding and separation activities

Maintain lists, spreadsheets, and documents. Manage files following the University record-retention policies. Serve as liaison to university and outside offices for administrative matters. Ensures compliance and consistency with University, EVPP and unit policies, procedures and systems

As assigned: serve as back up/surge support for academic business affairs colleagues; participate in or lead special projects; and attend routine and ad hoc meetings. Assess and recommend opportunities to improve to processes. Other related functions as assigned

Qualification

Financial managementAdministrative managementProgram managementBudgeting knowledgeCustomer serviceOrganizational skillsAnalytical skillsDigital resource proficiencyUT policies knowledgeHuman Resources knowledgeSoftware proficiencySmartsheetDocuSignWorkday processesDEFINEInterpersonal skillsOral communicationWriting skillsProblem-solvingCritical thinkingAttention to detailConfidentialityTeam collaborationSelf-starterAdaptability

Required

Bachelor's degree and eight years of responsible level experience in program management, administrative management, and/or financial management, or Master's degree and six years of above experience

Proven ability to prioritize responsibilities and manage concurrent projects, while maintaining a high level of accuracy and attention to detail

Ability to meet overlapping deadlines in a fast-paced office environment

Demonstrated strong organizational skills

General financial and budgeting knowledge

Excellent interpersonal, oral communication, and writing skills

Demonstrated analytical, problem-solving and critical thinking skills

Experience providing exceptional customer service

Demonstrated ability to perform work independently and to work with confidential information using tact and discretion

Proficiency using digital resources, including Outlook, Microsoft Word, Excel, database programs, and standard office equipment

Preferred

Experience working in higher education within an academic environment

The ideal candidate will be innovative, skilled at anticipating changing priorities, a self-starter, highly collaborative, able to work well under changing environments, respond well to feedback, and works well both independently and as part of a team

Skilled at interacting with a variety of constituents/clients

Experience with DEFINE, Workday business processes, DocuSign, and Smartsheet

Familiarity and knowledge of UT policies and procedures and an understanding of University organizational, cultural and academic structure as well as knowledge of University resources

Experience with University's Human Resources policies and procedures