Job Posting Title:
Administrative Coordinator
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Hiring Department:
Utilities and Energy Management
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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:
AUSTIN, TX
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Job Details:
General Notes
Who We Are
We are “the power behind UT”.
Utilities and Energy Management (UEM) provides reliable and cost-effective electricity, chilled water, steam, deionized water, compressed air, emergency power, and elevator services for The University of Texas at Austin (UT Austin). We have more than 190 employees in five divisions: Electrical Distribution and Elevator Services, Energy Management and Strategic Programs; Mechanical Distribution, Operations, and Support Services.
Who We Are Looking For
We are seeking candidates who share the following core values:
Safety: Commitment to the well-being of our fellow employees, ourselves, and the campus community.
Respect: Treating everyone with fairness and dignity.
Integrity: Transparency, honesty, trust and ethics in our work and our relationships.
Reliability: Delivery of consistent, dependable, and uninterrupted services.
Teamwork: Working together through cooperation, contribution, and the sharing of our diverse knowledge.
Excellence: Setting the highest standards through innovation, collaboration, forward-thinking, and stewardship.
You will be working for a university that is internationally recognized for our academic programs and research. Your work will make a difference in the lives of University students, faculty, and staff, thereby enhancing the experience of being a member of one of the premier institutions in the world.
If you’re the type of person that wants to know your work has meaning and impact, you’ll like working in our department and for UT Austin. UT Austin provides an outstanding benefits package including but not limited to:
- Competitive health benefits (employee premiums covered at 100%, family premiums at 50%).
- Voluntary Vision, Dental, Life, and Disability insurance options.
- Generous paid vacation, sick time, and holidays.
- Teachers Retirement System of Texas, a defined benefit retirement plan, with 8% employer matching funds.
- 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 LinkedIn Learning plus professional conference opportunities.
- Tuition assistance.
- Expansive employee discount program including athletic tickets.
- Free access to UT Austin’s libraries and museums with staff ID card.
- Free access to all UT Shuttle and Austin CapMetro buses with staff ID card.
- For more details, please see https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards.
Learn more about Utilities and Energy Management.
Must be authorized to work in the United States on a full-time basis for any employee without sponsorship.
This position will also be provided a work cell phone to communicate and support staff and clients and to conduct operational functions e.g. inventory.
Security sensitive; three-year driving record and criminal background checks conducted on selected candidate. Hiring decision is contingent upon applicant clearing checks.
Purpose
To provide department administrative and program support in the following centralized support functions and services: communications, employee engagement, project planning, financials, professional development, and business operations.
Responsibilities
- Provide project management support for implementing programs and projects e.g. schedule and coordinate project meetings, create agendas, attend meetings, conduct project intakes, take notes, and compile and share meeting recaps/minutes. Also conducts research work and compiles information as necessary.
- Provide support for employee engagement and team building initiatives. This includes meeting with staff to understand their issues, collecting feedback and solutions, conducting project research, presenting findings, proposing solutions, and organizing team-building activities for the Finance and Administrative Services Team.
- Support with communication activities and initiatives e.g. organize, draft, update, and maintain public and internal facing content. Track, manage, and report on communications metrics. Organize, draft, and distribute using EMMA system.
- Provide comprehensive support for complex business operations. This includes assisting with inventory management, annual inventory reconciliation, technology and equipment support, documentation and maintenance of standard operating procedures or policies for various business or personnel functions, form creation and process routing to enhance operational efficiency.
- Assist in the planning, development and execution of talent management initiatives and opportunities, e.g. UEM’s Career Map Toolkit, which supports UEM’s vision and its organizational goals of increasing UEM employee skill sets, personal and professional growth, and career path development.
- Attend meetings and perform other miscellaneous administrative and purchasing tasks as assigned.
- Perform other related functions as assigned. Attend staff meetings, safety training or meetings. Adheres to Utilities and University policies and procedures. Follow all University and UEM safety policies and procedures, take required safety training, and identify and report safety hazards. Perform work tasks in a safe manner, wear the proper personal protective equipment, and report near misses and incidents. Abide by Utilities and Energy Management's set of core values: Safety, Respect, Integrity, Reliability, Teamwork, and Excellence.
Required Qualifications
Bachelor’s Degree or equivalent education and experience. Three years of experience coordinating or administering a program, including three years in an executive-level office. Excellent project management, organizational skills, and experience with data analytics. Excellent oral and written communication skills and interpersonal skills. Demonstrated ability to learn new concepts, technologies, and procedures. Capable of self-direction and managing tasks autonomously, taking initiative where necessary to achieve goals and meet deadlines. Proven ability to leverage available resources efficiently to drive personal and professional growth. Strong aptitude for working cooperatively with others, actively participating in team projects, and fostering a collaborative work environment. Demonstrated attention to detail and ability to effectively manage multiple and diverse tasks. Experience with scheduling, inventory, office technology/equipment, and direct in-person customer services. Comfortable working in a plant or facility-related environment. Strong proficiency with Microsoft Word, Excel, PowerPoint, and Outlook. Professional demeanor and excellent punctuality and attendance.
Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
Bachelor's or Master's Degree. Five years of experience coordinating or administering a program, including five years in an executive-level office. Ability to manage a variety of diverse tasks simultaneously. Strong interpersonal skills to effectively support department staff. Strong commitment to work excellence. Knowledge of project management best practices, including but not limited to the following: reporting, scheduling, and internal controls. Familiarity of UT policies and procedures. Experience in technical writing and project/program coordination. Experience with Smartsheet, FAMIS, DEFINE, and IWMS systems.
Driving Required
This job requires a class "C" operator's driver's license. The applicant selected must provide a current three-year driving record from the current state of residence. If not currently a Texas resident, a Texas driver's license must be obtained within 30 days of becoming a Texas resident.
Salary Range
$54,000 + depending on qualifications
Working Conditions
Environmental Demands:
- May work around standard office conditions
Physical Tasks:
- Repetitive use of a keyboard at a workstation
- Use of manual dexterity
- Climbing of stairs
- Climbing of ladders
- Lifting and moving
Additional Working Conditions:
- Occasional exposure to loud noise, high dust, and allergens
- Climbing of stairs and lifting and moving when inside plant/shop areas conducting operational duties e.g. inventory
- Safety training and protection are provided
Work Shift
- Monday - Friday 8:00 AM - 5:00 PM.
Required Materials
- Resume/CV
- 3 work references with their contact information; at least one reference should be from a supervisor
- Letter of interest
Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes.
Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.
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Employment Eligibility:
Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.
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Retirement Plan Eligibility:
The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.
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Background Checks:
A criminal history background check will be required for finalist(s) under consideration for this position.
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Equal Opportunity Employer:
The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.
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Pay Transparency:
The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.
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Employment Eligibility Verification:
If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.
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E-Verify:
The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:
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Compliance:
Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.
The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.