Administrative Coordinator, CECS Student Success Center

The Administrative Coordinator will provide administrative and event support to the CECS Student Success Center CSS. Event support includes working closely with colleagues to coordinate events in support all CSS areas of outreach, academic advising, and career development. Administrative duties include accounting/budget, secretarial, clerical, customer service, student worker management, and related support. 

Clerical Duties
Front desk duties to be managed by administrative coordinator and, in the event of absence, coordinated by administrative coordinator and performed by student workers: Answer telephone and direct visitors for CECS Student Success Center. Provide direction on how student visitors can access CSS services. Serve as first point of contact within Success Center for prospective students and their parents, prospective employers, community partners, and donors. Prepare gift bags for visiting prospective students and other guests. Keep materials stocked, such as brochures for visitors. Clean and arrange CSS spaces before closing daily.

Take minutes for Success Center meetings. Reserve rooms and coordinate room use as requested by CSS Director.  Assist professional advisors and outreach coordinator with committees, organizations, meetings, documents and arrangements, including collecting data, creating charts, figures and spreadsheets, and attending to administrative arrangements as requested. Manage key requests-Prepare and submit key request forms and manage building access/keyless entry as needed.  Pull lists from Argos/Banner as requested per semester. Attend trainings as required or as suggested by Director. Manage center's departmental inbox.

Payroll
Reconcile monthly and biweekly payroll registers on monthly or biweekly basis. Submit pay funding changes and personnel change forms as necessary.  Enter all payments in DASH, track and reconcile to university ledger.  

Budget/Accounting
Provide and maintain bi-monthly budget/expenditure reports (college-required shadow account) and reconcile with university ledger (paper or electronic).  Work with Accounting Services to submit reports and close accounts.  Work closely with college Budget assistant as needed. Manage inventory and make orders to resupply. Coordinate with Director regarding budgetary requests prior to execution of purchases.

Purchasing/Reimbursement/Payments
Provide Director with recommendations/price comparisons for supply purchases to maximize department budget allocation and order supplies, project equipment, food for events, etc. Prepare and process a high volume of T-4 (miscellaneous reimbursements) in IRIS for projects and other similar activities. Process invoices for payment via DASH and any center purchases made on purchasing/expense cards, collaborating with UTC Accounting Services and/or College Budget Assistant as applicable. Order supplies, date stamp, and code invoices for payment.  Know when an NCJ, PO, or contract is required and monetary thresholds required.

Prepare Travel Requests and Expense Reports in IRIS and coordinate trips in Concur for center as needed (Examples: process conference registration, request vehicles from motor pool, obtain conference hotel documentation, assist with domestic and international travel coordination, etc.) 

Submit work orders to UTC Facilities Planning and Management via on-line system as requested and as problems are reported, per Director approval.  Track this expenditure and coordinate with other departments/dean's office/UTC Facilities as needed.

Contract Activities
This position requires knowledge and understanding of the ever-changing UT Fiscal Policy on contracts, i.e. knowing when a contract is required, how to create a contract, when a non-competitive justification agreement is required and how to process it, what budget approvals are required, and how to submit in Contract Management System, how to request a new vendor, and track progress.  Gather vendor information and coordinate with vendor contacts and UTC Purchasing Office staff during the process.
Process ADL pay requests, travel, event planning, coordinate shipping and arrange for purchase of materials, meals for group events and reimbursements and provide copies of processed expenditures as requested.  

Consult fiscal and HR policy and stay abreast of updates on all above including record retention and best practices.  

Hiring and Marketing
Work with vendors and internal colleagues on marketing tasks as directed. 

This position requires knowledge and understanding of UT Human Resource policies, processes, and IRIS functions for hiring student employees and staff.  This includes background checks, position requests, arranging interviews, preparing candidate travel/expense reports, preparing contract letters, and on boarding support (i.e. DASH training, set up