Administrative Services Officer

About the role

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.

Responsibilities

• Office Management overall to include students and FT staff. Responsible for coordination and managing the administrative operations of the department/area.
• Oversees new or existing departmental processes and identifies sources of funds. For Example, the management of the Job Location and Development Grant.
• Aids in speech and report preparation in response to official inquiries.
• Budget Management Manages all Budgetary Reports Student Service Fees Mav Advantage Reporting Reconciliation of Changes Student Employee Wage Analysis Budget monthly management reports Year on year Based Budget Management
• EPM Training and budget input Budget transfer management in all UTA systems. Assists with processing financial transitions including PO management for all transactions. Tracks all expenses for department spending with reviews every month with the Director. Prepares analysis or reports as required for projects or 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. For example, yearly student service fee committee budget analysis.
• Additional Time Tracking support role for the center.
• Contract Management Provides coordination of negotiation, administration and termination of contracts and grants. For example, 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 or technology contracts for the CDC. Manages the TAPREQ process through 3 UTA departments for over 15 vendors every year. Renew Yearly Software Contracts year on year for 15 platforms. Manage contracts overall for payments and invoice management ongoing. Manage the JLD grant in partnership with manager an the College Of Education and Financial Aid.
• Staff Supervision 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.
• Process Management 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.

Requirements

• 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 data base software.
• Ability to work independently
• Strong verbal, follow up, persistence and interpersonal skills
• Strong examples of budget management or accounting experience

Preferred Qualifications

• Masters 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.