Office and Operations Coordinator, UTNY, Moody College of Communication

Job Posting Title:

Office and Operations Coordinator, UTNY, Moody College of Communication

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Hiring Department:

Moody College of Communication

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt from FLSA

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

NEW YORK, NY

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Job Details:

General Notes

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.

Purpose

The Office and Operations Manager support 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. 

Responsibilities

• Operational together with the UTNY staff and administrative support to program leadership

• 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

Required Qualifications

• 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

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Organized Communicator: Extremely organized with strong written, verbal, and interpersonal communication skills.

• Collaborative Partner: Able to work closely with different departmental stakeholders to drive success.

• Effective Project Manager: Capable of managing multiple projects simultaneously and maintaining clear commu