Job Posting Title:

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

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Hiring Department:

Resource Management

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

The Office of the Executive Vice President and Provost is seeking an Administrative Services Officer to provide financial and administrative support services to the portfolio of the Executive Vice President and Provost (EVPP). Must be eligible to work in the United States on a full-time basis for any employer.

Purpose

As a member of the academic business affairs team, the Administrative Services Officer provides financial and administrative support services to the portfolio of the Executive Vice President and Provost (EVPP). This position serves as the primary business point-of-contact for designated EVPP units working closely with leadership, clients, and centralized teams to support operational success.

ResponsibilitiesDevelop 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.​

Required Qualifications

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.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

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.

Salary Range

$70,000 + depending on qualifications

Working ConditionsWorks in standard office conditions with repetitive use of a keyboard at a workstation.May require additional hours during peak periods and special events.Applicants must be legally authorized to work for any employer in the United States. This position is not eligible for sponsorship of work visas.This is an Austin, TX-based position.

Required MaterialsResume/CV3 work references with their contact information; at least one reference should be from a supervisorLetter of interest

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded.  Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form.  You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States.  Documents need to be presented no later than the third day of employment.  Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

E-Verify Poster (English) [PDF]E-Verify Poster (Spanish) [PDF]Right To Work Poster (English) [PDF]Right To Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.