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

The University of Texas at Austin•Austin, UT

7d•$70,000•Onsite

About The Position

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). 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.

Requirements

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.

Nice To Haves

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.

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.
P erform 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.

Benefits

Competitive health benefits (Employee premiums covered at 100%, family premiums at 50%)
Vision, Dental, Life, and Disability insurance options
Generous paid vacation, sick leave, and holidays
Teachers Retirement System of Texas (a defined benefit retirement plan)
Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b)
Flexible spending account options for medical and childcare expenses
Robust free training access through LinkedIn Learning plus professional Tuition assistance
Expansive employee discount program including athletic tickets
Free access to UT Austin's libraries and museums
Free rides on all UT Shuttle and Capital metro buses with staff ID card