Administrative Services Officer - Office Executive Vice President and Provost

Position: 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:

Academic Administration and Planning

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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

UT Austin provides an outstanding benefits package including but not limited to:

• Competitive health benefits (Employee premiums covered at 100%, family premiums at 50%)
• Vision, Dental, Life, and Disability insurance options
• Generous paid vacation, sick leave, and holidays
• Teachers Retirement System of Texas (a defined benefit retirement plan)
• Additional Voluntary Retirement Programs:
  Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b)
• Flexible spending account options for medical and childcare expenses
• Robust free training access through Linked In Learning plus professional
• Tuition assistance
• Expansive employee discount program including athletic tickets
• Free access to UT Austin's libraries and museums
• Free rides on all UT Shuttle and Capital metro buses with staff

For more details, please see: (Use the "Apply for this Job" box below). and -rewards

Purpose

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).

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 Pro Card 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…