Administrative Services Officer – HigherEdJobs

Posting Number: S06852P

Department: Career Services

Location: Arlington

Work Schedule: Monday – Friday; 8:00am – 5:00pm

Pay Basis: Monthly

Job Summary

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.

Essential Duties and 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.
• Assists 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
  • 0 Based Budget Management year on year
• EPM Training and budget input
• Budget transfer management in all UTA systems.
• Assist with processing financial transitions including PO management for all transactions.
• Track 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.
• Overseas and coordinates special projects for the college or department/area to include any new office platforms and or technology contracts for the CDC.
• Manage 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.

Minimum Qualifications

• 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.

Knowledge, Skills and Abilities

• Teamwork, judgment, flexibility and adaptability
• Negotiation skills, process orientation, integrity and leadership skills.

Benefits Eligible: Yes

Benefits at UTA

We are proud to offer a comprehensive benefits package to all our employees at the University.
https://www.uta.edu/hr/employee-benefits

To help you understand the full value of these benefits, we have created a tool that calculates the total worth of your compensation package. This tool takes into account all of the benefits that you are eligible for, including health insurance, retirement plans, and paid time off. To access this tool and learn more about the total value of your benefits, please click on the following link:
https://resources.uta.edu/hr/services/records/compensation-tools.php

CBC Requirement

It is the policy of The University of Texas at Arlington to conduct a criminal background check on any applicant who is under final consideration for employment with the University.

This position may have access to critical infrastructure as defined by Section 113.001(2) of the Texas Business and Commerce Code. If so, to be hired for and continue to be employed in this position you must maintain the security or integrity of the infrastructure as set forth in Texas Executive Order GA-48. By assuming this position, and if you have access to critical infrastructure, you authorize the University to conduct routine background checks.

EEO Statement

It is the policy of The University of Texas at Arlington (UTA or The University) to provide an educational and working environment that provides equal opportunity to all members of the University community. In accordance with federal and state law, the University prohibits unlawful discrimination, including harassment, on the basis of race, color, national origin, religion, age, sex, sexual orientation, pregnancy, disability, genetic information, and/or veteran status. The University also prohibits discrimination on the basis of gender identity, and gender expression. Retaliation against persons who oppose a discriminatory practice, file a charge of discrimination, or testify for, assist in, or participate in an investigative proceeding relating to discrimination is prohibited. Constitutionally-protected expression will not be considered discrimination or harassment under this policy. It is the responsibility of all departments, employees, and students to ensure the University’s compliance with this policy.

University Information

The University of Texas at Arlington (UTA) is located in the heart of the Dallas-Fort Worth-Arlington metroplex, a vibrant and diverse metropolitan area that is home to over 7 million people, one of the fastest-growing tech economies in the United States, and a wide array of arts, entertainment, and cultural activities. As a comprehensive teaching, research, and public service institution, UTA is dedicated to the advancement of knowledge through scholarship and creative work. With an enrollment of more than 42,000 students, UTA is the second largest in the University of Texas System. As a result of its combination of rigorous academics and innovative research, UTA is designated as a Carnegie R-1 “Very High Research Activity” institution and nationally recognized for its commitment to student success and service. It ranks No. 5 in Military Times’ “Best for Vets: Colleges” and is the top university in North Texas for its graduates’ salaries (The Wall Street Journal). UTA is designated as both a Hispanic-Serving Institution and an Asian American and Native American Pacific Islander-Serving Institution and is No. 6 for undergraduate ethnic diversity in the United States (U.S. News & World Report, 2023). With a global alumni network of approximately 280,000 – including leaders at many of the 24 Fortune 500 companies headquartered in North Texas – UTA contributes an estimated $29 billion annually to the Texas economy.

UTA is expanding its regional footprint by building a regional campus, called UTA West, in Parker County on the far west side of Fort Worth. It is scheduled to open in fall 2028. This initiative aligns with the university’s strategic growth and commitment to serving the broader community. Furthermore, UTA has launched the RISE 100 initiative, aiming to recruit 100 new tenure-system faculty to strengthen its research enterprise and leadership in key academic areas. Learn more at https://www.uta.edu/administration/president/strategic-plan/rise100.

This is an exciting time to join UTA and contribute to its bold vision for the future.

ADA Accommodations

The University of Texas at Arlington is committed to providing reasonable accommodation to individuals with disabilities. If you require reasonable accommodation in completing this application, interviewing or otherwise participating in the employee selection process, please direct your inquiries to 817-272-5554 or email ADADocs@uta.edu.

Number of Vacancies: 1

Minimum Number of References Required: 3

Special Instructions to Applicants

Applicants must include in their online resume the following information: 1) Employment history: name of company, period employed (from month/year to month/year), job title, summary of job duties and 2) Education: school name, degree type, and major.