Administrative Support Specialist, Division of Access and Engagement

The Administrative Support Specialist provides advanced coordination and strategic support for a portfolio of access and engagement programs with broad institutional and community impact. While housed in the Division of Access and Engagement, the role functions as a central resource to UT administration, faculty, students, staff, and external stakeholders. It supports the Vice Chancellor in implementing daily operations, institutional initiatives, and campus-community partnerships—requiring a high degree of confidentiality, independent judgment, and initiative. The position is responsible for managing the full life cycle of program delivery, including logistics, partner engagement, event coordination, budget monitoring, and compliance with fiscal and institutional policies. It leads the day-to-day activity management of specific programs, prepares complex reports for internal and external audiences, and ensures operations meet university standards. The role serves as a key liaison between internal departments and external partners and contributes to institutional sustainability through continuous program assessment and strategic planning.

 

Strategic Program & Administrative Coordination

• Coordinates day-to-day implementation of major access and engagement programs aligned with institutional goals
• Manages the Vice Chancellor’s calendar, prioritizing high-level meetings, events, and partner engagements
• Serves as the lead point of contact for students, faculty, staff, and community partners engaged in program efforts
• Supports special project planning and execution across departments and units
• Maintains secure systems for document management, stakeholder communication, and compliance reporting
• Provides administrative support to university committees and task forces, ensuring timely documentation and follow-up
• Drafts, edits, and distributes correspondence, presentations, and internal/external reports

 

Event & Engagement Planning

• Plans and coordinates logistics for large-scale events, town halls, trainings, and public engagement series such as the MOC Forward Initiative
• Coordinates space reservations, speaker logistics, AV needs, contracts, and hospitality for events and programs
• Manages databases and mailing lists for targeted engagement and event invitations
• Responds independently to partner and campus event inquiries and ensures proper recordkeeping and reporting
• Supports the cultivation of campus-community relationships through regular coordination with academic and civic partners

 

Community and Campus Engagement

• Facilitates and documents campus-wide community engagement opportunities
• Coordinates messaging and communication for engagement-related efforts, including newsletters, social media, and web content
• Prepares, archives, and analyzes records related to community partnerships, engagement activities, and program outcomes
• Serves as liaison to internal and external stakeholders for community-based events and initiatives
• Collaborates with the Vice Chancellor on alignment between engagement priorities and university strategic planning

 

Budget Monitoring & Compliance

• Monitors program expenditures and reconciles accounts for multiple internal and grant-funded budgets
• Coordinates procurement, p-card processing, travel reimbursements, and DASH documentation in compliance with UT fiscal policies
• Tracks and submits effort reports, payroll entries, and additional pay requests
• Assists with budget forecasting and preparation of reports for internal review and external audit
• Serves as division point of contact for budget-related questions and financial compliance

 

The ideal candidate will possess the following:

• Knowledge of UT fiscal and HR policies, including DASH systems for personnel, procurement, payroll, and travel processing
• Skill in coordinating complex administrative, event, and program functions with minimal supervision
• Strong written and verbal communication skills, with the ability to draft executive correspondence, reports, and marketing content for internal and external audiences
• Demonstrated ability to manage multiple priorities and competing deadlines in a fast-paced environment
• Exceptional att