Administrative Coordinator - Office of Research and Programs

Administrative Coordinator - Office of Research and Sponsored Programs

The University of Texas Permian Basin's Office of Research and Sponsored Programs welcomes applications for the position of Administrative Coordinator.

The University of Texas Permian Basin welcomes applications for an Administrative Coordinator. The Administrative Coordinator will provide administrative support services for three grant projects (STREAM, GROW, BCBC) and their respective staff while coordinating office activities. This position is a mid-level clerical role and requires a variety of administrative processes, focusing on superior customer service and efficient administrative processing. Position involves processing a large volume of confidential information, requiring discretion and a heightened sensitivity to the gravity of details.

Daily interactions require diplomacy, judgment, and an understanding of the University’s Values. Work assignments are performed in a self-directed manner.

• 1. Perform day-to-day clerical and administrative functions in support of the grant team. This may include data collection, data entry, purchasing, record keeping, database management, appointment setting, preparation of reports, and receptionist duties.
• 2. Maintain all required project staffing, equipment, supplies, and financial documentation in compliance with federal grant guidelines.
• 3. Screen office calls, visitors, and mail; provide information and assistance, including responding to sensitive requests for information and assistance.
• 4. Assist students, faculty, staff, vendors, or visitors; sort and distribute mail.
• 5. Answer special requests or solve problems; route to senior staff members as appropriate.
• 6. Coordinate schedules, meetings, projects, and travel arrangements.
• 7. Assist in event coordination and grant activity coordination.
• 8. Participate in student outreach and onboarding activities.
• 9. Accurately maintain reconciliation of budgets and protect the confidentiality of sensitive information.
• 10. Ensure that all required supplies and materials are available as needed and that equipment is in good working order.
• 11. Answer special requests and solve problems while routing to other staff and leadership when appropriate.
• 12. Confer regularly with immediate supervisor to coordinate activities, exchange information, and resolve problems.
• 13. The job description is not a complete list of all responsibilities and duties performed by employees. Employees may perform other related duties as assigned by their immediate supervisor.

The job description is not a complete list of all responsibilities and duties performed by employees. Employees may perform other related duties as assigned by their immediate supervisor.

• 1. Bachelor's degree*
• 2. Three (3) years of progressive administrative assistant and/or coordination experience.
• 3. At least one (1) year of customer service experience in an administrative setting.
• 4. Excellent written and oral communication skills.
• 5. Demonstrated excellent organizational and time management skills.

* Experience considered in lieu of education

• 1. Degree in business, communications, or similar field.
• 2. Five (3) years of customer service experience in an administrative setting.
• 3. Five (5) years of progressive administrative assistant experience.
• 4. Bilingual - English and Spanish
• 5. Demonstrated initiative with the ability to take ownership of projects and have exceptional follow-through.
• 6. Ability to interact in a professional manner with staff, students, and the public.

• 1. Cover Letter
• 2. Résumé
• 3. List of References
• 4. Transcripts (Preferred)
• 5. Letters of Recommendation (Preferred)