Office and Operations Coordinator, UTNY, Moody College of Communication

University of Texas at Austin•New York, NY

1d•Onsite

About The Position

The Office and Operations Manager supports the day-to-day functioning of the UTNY Center. Core responsibilities are in the areas of operations, program administration, event-planning, and facilities management. This role will involve close collaboration with students, alumni, faculty, outside guests, vendors, and UT staff located in Austin, TX as well as the team at the UTNY Center. This position is located in New York City and must be available to work on-site 5 days per week at the UTNY Center located at 28 W 44th Street in midtown Manhattan. Applicants must be authorized to work in the United States.

Requirements

Bachelor’s degree
5 years of experience in managing office functions
Extremely organized with strong written and verbal communications skills
Able to work closely with different departmental stakeholders to drive success
Experience with project management
Resourceful team player
Detail oriented, approachable and passionate about assisting students
Applicants must be authorized to work in the United States.

Nice To Haves

Extremely organized with strong written, verbal, and interpersonal communication skills.
Able to work closely with different departmental stakeholders to drive success.
Capable of managing multiple projects simultaneously and maintaining clear communication with managers regarding project status.
Meticulous and committed to delivering high-quality work.
Comfortable with new technology and adept at using software to enhance efficiency.
Eager to learn and grow continuously.
Skilled in Excel and Airtable, with the ability to organize both micro and macro projects.
Positive and dedicated to helping students succeed.
Proficient in Microsoft Office Suite and Google Docs, with a bonus for familiarity with SharePoint and Canvas.

Responsibilities

Troubleshoot any facility-related issues and oversee relationship with building management
Track and replenish office/pantry supplies; monitor and purchase student snacks; order food and manage setup and breakdown of program-related events
Manage outside vendor relationships with cleaning, water delivery, catering, and other professional services
Collaborate with Austin-based financial services staff on billing, receivables and pro card and student travel card reconciliations
Serve as point of contact and coordinator for UT Austin staff and faculty
Greet and provide tours to students, families, potential donors, campus colleagues and other guests who stop by UTNY with or without notice
Manage student rental of clothing from the UTNY Outpost
Pitch in occasionally with light cleaning (e.g., wipe down surfaces, load dishwasher)
Troubleshoot technology issues and coordinate solutions with UT Austin based IT staff and providers
Work with UT Austin staff to coordinate shipping and ordering of printing jobs, HR paperwork, and student certificates of completion
Train faculty and staff on technology equipment to ensure a full functional classroom. Troubleshoot as issues arise
Code and distribute access cards for students, faculty, guests, and staff
Responsible for opening and closing the UTNY Center and managing security system processes and procedures
Purchase tickets for student activities and events, and oversee billing associated with those purchases
Manage, coordinate, track, and provide on-site assistance for internal and external space rental events
Plan program-related events including but not limited to career fairs, day trips, speaker panels, networking events, etc
Correspond with outside vendors to coordinate quotes and payment
Report creation and simple data analysis
Maintain and update alumni tracker
Post information regarding early career job opportunities for alumni
Input and format information regarding available internships (roundups and partnerships)
Update and post announcements on Canvas page
Handle and track sensitive student information
Maintain and upkeep automated systems
Other duties as assigned