Administrative Coordinator II

Sul Ross State University•Del Rio, TX

About The Position

The Administrative Coordinator II provides highly skilled administrative operations in an executive office within Sul Ross State University's Division of Research & Development. The position supports the Research Administration & Sponsored Programs Office and designated leadership by managing sensitive, high-priority materials and exercising independent judgment on routine and complex office matters related to university research and sponsored programs. The position reports to the Assistant VP of Research Administration and Sponsored Programs. The coordinator supports office operations, calendars, correspondence, records, fiscal processes, grant-related timelines and databases, outreach, events, personnel documentation, and technology systems. The role also requires attention to personal and workplace safety and may include other duties to meet university needs. The employee is expected to provide high-quality, professional service and timely responses and solutions to customer requests. The position typically works in an office, with occasional office mobility and frequent travel to off-site meetings and trainings. Some night and weekend work is required. It is classified as security-sensitive and subject to applicable criminal-history-record review provisions.

Requirements

Intermediate-to-high intuitive software skills.
Intermediate skills in Microsoft Word, Excel, Adobe, and similar software.
Attention to detail, strong organization, critical thinking, and multitasking ability.
Clear verbal communication skills.
Ability to meet the physical requirements of prolonged desk and computer work, frequent keyboard and office-equipment use, and occasional mobility around the office.
Frequent travel to off-site meetings and trainings; some night and weekend work is required.
This position is security-sensitive and subject to criminal-history-record review under applicable Texas law.

Nice To Haves

Word-processing, database, and spreadsheet computer program skills.

Responsibilities

Support daily office operations for the Research Administration & Sponsored Programs Office and designated leadership.
Arrange appointments, manage calendars, handle correspondence, and maintain calendars for meetings, deadlines, training sessions, and events.
Maintain records related to shared resources, coordinate facility needs and administrative logistics, and submit required reports to university units.
Maintain and update administrative and fiscal records for office operating funds, research and sponsored-project budgets, and related expenditures; prepare supporting reporting documentation.
Requisition and maintain office supplies and materials; route invoices, payment requests, and related documents to accounting/accounts payable; track payment status and follow up as needed.
Process travel requisitions, authorizations, and vouchers for Division personnel, and perform basic accounting responsibilities.
Attend standing grant services meetings to capture and calendar grant-related task timelines assigned to personnel.
Maintain the sponsored-projects and grant database; track project and report deadlines and prompt responsible personnel to complete and submit reports.
Provide accurate information about research administrative processes, policies, and services to university personnel and external entities, including through newsletters, the website, and email.
Assist with divisional events, workshops, and training activities, and help coordinate monthly faculty research seminars.
Process hiring, continuing-employment, and related personnel documentation for office staff and student employees in accordance with university procedures.
Operate computer systems and university software used for research administration.
Practice safe work habits and exercise due caution for personal safety and the safety of others.
Perform other duties as assigned to respond to university needs.