Administrative Services Officer

Administrative Services Officer

Position Title: Administrative Services Officer
Location: Arlington
Position Status: Full-time
Work Schedule: Monday – Friday; 8:00am – 5:00pm
Salary: commensurate based on qualifications and relevant experience.

The Administrative Services Officer will plan and assist in the coordination and management of the business management, administrative and staff services of a college or large and complex department/area. Responsible for a variety of executive, budgetary, and administrative services including administration of a budget of considerable size, personnel matters and other activities essential to the operation of the college or department requiring independent decision making skills.

• Responsible for coordination and managing the administrative operations of the department/area.
• Oversees new or existing departmental processes and identifies sources of funds, e.g., management of Job Location and Development Grant.
• Assists in speech and report preparation in response to official inquiries.

• Manages all Budgetary Reports
  • Student Service Fees
  • Mav Advantage Reporting
  • Reconciliation of Changes
  • Student Employee Wage analysis
  • Budget monthly management reports
  • 0 Based Budget Management year on year
• EPM Training and budget input
• Budget transfer management in all UTA systems
• Assist with processing financial transitions including PO management for all transactions
• Track all expenses for department spending with reviews every month with the Director
• Prepares analysis or reports as required for projects and presents the information to managers and directors in the assigned department
• Prepares budgets and monitors expenditures for $1.5 million budget
• Conducts cost studies and manages grants such as the JLD Grant budget management
• Prepares statistical reports, e.g., yearly student service fee committee budget analysis
• Additional Time Tracking support role for the center

• Provides coordination of negotiation, administration and termination of contracts and grants, e.g., work‑study contracts, vendor contracts, and employer contracts
• Maintains contact and liaison with other University offices or external agencies in connection with grant and research activities
• Oversees and coordinates special projects for the college or department/area to include any new office platforms and technology contracts for the CDC
• Manages the TAPREQ process through 3 UTA departments for over 15 vendors every year
• Renews yearly software contracts year on year for 15 platforms
• Manages contracts overall for payments and invoice management ongoing
• Manages the JLD grant in partnership with the manager and the College Of Education and Financial Aid

• Supervises the office staff and responsible for the development, direction and performance management of the administrative team
• Responsible for managing and supervising the JLD administrative and operational work and deliverables in conjunction with the strategic direction for the JLD from the Employee Relations team

• Puts in place and optimizes CDC office processes and procedures to ensure process effectiveness and compliance
• Oversees new or existing departmental processes and identifies sources of funds
• Performs other duties as assigned

• Bachelor’s Degree
• Three (3) years of office management and customer service experience
• Microsoft Office, ability to support office teams of over 20 employees and 18 student workers, excellent oral and written communication skills and customer service skills, solid computer skills with experience in using word processing, spreadsheets and database software
• Ability to work independently
• Strong verbal, follow up, persistence and interpersonal skills
• Strong examples of budget management or accounting experience

• Master’s Degree
• Five (5) years of experience in administration or business management including at least three (3) years at the Administrative Assistant level or equivalent
• Must have at least one (1) year of supervisory and budgeting experience

• Teamwork, judgment, flexibility…