Administrative Specialist

Job Description

This position coordinates and performs a wide variety of highly confidential administrative support to the Senior Vice Chancellor for Finance & Administration, the Associate Vice Chancellor and Director of Budget, the Assistant Budget Director, the Sponsored Projects Accountant, the General Ledger Accountant, the Coordinator of Environmental Health & Safety, the Campus Safety Officer, and the Special Assistant to the Vice Chancellor for Strategic Initiatives.

This position serves as a primary point of operational and administrative contact for internal and external constituents, often on complex issues and UT System-wide initiatives. The administrative specialist works closely with direct reports under the leadership of Finance and Administration to accomplish goals, provide decision making data, and completion of special projects and/or events.

• Manage the logistics of the schedule for SVCFA and plan meetings and trainings for F&A.
• Coordinate incoming/outgoing mail and compose correspondence, reports, records, and disseminate information requiring confidentiality and discretion.
• Provide project management for various F&A Office initiatives, including follow-up and assignment completion.
• Prepare and process transactions, including journal entries, personnel actions, budget revisions, requisitions, purchase orders, invoices, and travel.
• Procure and maintain inventories of equipment and office supplies.
• Assists all visitors and responds to general policies and procedures inquiries for UTM employees.

Minimum Qualifications:

High school diploma or some college and specialized education with three to four years of office experience; bachelor’s degree with one to two years of office experience.

Good interpersonal skills, flexibility to adjust to changes and short deadlines, and ability to handle several jobs simultaneously

Knowledge of computer operating systems and Microsoft Office 365, including Excel, Word, Powerpoint, Teams, and Outlook are strongly preferred.

Experience working in a college or university environment is also desirable.

Salary range for the position is $19.94 to $24.00 per hour (Market Range 08) - Salary commensurate with education.