Analog Center Administrative Support - Temporary Benefits Eligible

Job Summary

Provides advanced administrative support to the Texas Analog Center of Excellence (TxACE). The position manages calendars, meetings, travel, and front‑office workflows while maintaining organized filing systems, databases, and facility access records. Serving as the Center’s communication and coordination hub, this role oversees event logistics, disseminates information across multiple channels, and prepares a variety of professional materials and reports. The position is also responsible for procurement processes, including purchase orders, reimbursements, One Card reconciliation, and invoice tracking, as well as inventory oversight, facilities requests, and routine records management.

Through strong organizational skills and a service‑oriented approach, this role supports the Center’s daily operations and contributes to a welcoming, well‑run environment.

High school graduate or equivalent.

• Experience in administrative support for a center director
• Experience using People Soft HCM and Procurement software or comparable ERP systems
• Experience in taking effective notes and to learn quickly
• Intermediate level proficiency in using Microsoft Office applications, including Outlook, Word, Excel, Adobe Acrobat Pro, PowerPoint, One Drive, and MS Teams
• Experience with event planning, including using mail merge to create name badges, is highly desired
• Excellent time management skills and the ability to prioritize work and meet deadlines
• Excellent attention to detail and problem‑solving skills
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to effectively multitask daily
• Ability and willingness to learn required processes, procedures, and protocol. Ability to synthesize and translate learned processes into application, according to standard practices, with an understanding of nuances and other variables for consideration

To the extent this position requires the holder to research, work on, or have access to critical infrastructure as defined in Section 117.001(2) of the Texas Business and Commerce Code, the ability to maintain the security or integrity of the critical infrastructure is a minimum qualification to be hired and to continue to be employed in the position.

• Provide primary administrative support to the Center Director, including calendar management, meeting coordination, travel arrangements, and reimbursement processing
• Oversee reception and front office operations to ensure smooth daily workflow
• Prepare, edit, and proofread correspondence, reports, and other documents
• Maintain organized paper and electronic filing systems and initiate recurring administrative processes
• Manage databases for Center members, office/lab locations, and equipment records
• Submit facilities management work orders and process PEARL requests for building, key, and computer access
• Review building and badge access each semester
• Collect and distribute mail and packages daily

• Serve as the communication hub for the Center by distributing information via email, phone, mail, and web platforms
• Coordinate, plan, and execute Center events, including securing space, arranging catering and equipment, preparing materials, and overseeing event logistics
• Publish Center events on Comet Calendars and the Center’s website
• Disseminate announcements, internship postings, and job opportunities to TxACE and related groups
• Collect quarterly updates on awards, publications, and conference papers for web posting

• Prepare, review, and process purchase orders for office and lab supplies, equipment, services, and repairs
• Facilitate One Card transactions and complete monthly reconciliation and record keeping
• Process shipping, reimbursements, invoices, and receipts through eProcurement
• Track and maintain subaward invoice payments
• Maintain inventory logs and support the Dean’s Office with Center inventory management

• Manage the Center’s conference room calendar and schedule meetings…