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

Job Posting Title:

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

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Hiring Department:

Resource Management

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

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). Must be eligible to work in the United States on a full-time basis for any employer.

Purpose

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.

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. Perform 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.​

Required Qualifications

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.

Relevant education and experience may