Purpose of position
Under the limited supervision, this position provides personal clerical and administrative services and assistance, of moderate complexity, requiring the use of judgment and discretion on a periodic basis.
Coordinates the workflow for the department administrative or clerical staff. Maintains responsibility for general secretarial support functions to the department to ensure efficient utilization of time. Assigns duties and prepares timecards for payroll run. Coordinates various office management functions, including scheduling and preparing staff departmental meetings, ordering and monitoring inventory and office supplies, and coordinating facilities and mail service activities. May coordinate and implement methods and procedures for monitoring work activities, and recommends measures to improve methods, performance, and quality of product or service. Coordinates the installation and maintenance of accounting records to show receipts and expenditures reconciles departmental accounts.Prepares reports for management. Interprets company policies to workers and enforces safety regulations. Initiates or suggests plans to motivate workers to achieve work goals. Provides technical support andpport and participates in employee training. Maintains a high degree of confidentiality on all sensitive information this position is privy to. Maintains an environment that promotes efficiency within the department.
Maintains records and organizes filing and archive systems to facilitate the expeditious retrieval of information. Answers and refers telephone calls or other inquires to ensure accurate and timely communications are facilitated. Complies with all State and University Policies. This position would be responsible for managing 1.Aceware Database reconciliation with BIS. 2.Aceware Database Mgmt 3.Instructor Contracts,PIF Forms,Course Proposals Syllabi,APS Forms 4.Classroom Logistics. This position will coordinate all classroom requests. This position will support all Program Coordinators.
Other related functions as assigned.
Bachelor's degree and two years of office management experience and training or equivalent combination of education and experience. Must possess a valid driver's license issued by the State where the applicant resides and must be insurable as defined in the UT System UTS157.
Equivalent combination of relevant education and experience may be substituted as appropriate.
Preferred computer knowledge within area of assigned responsibility or the ability to learn. Professional Certifications, Licenses, or Registrations within area of assigned responsibility preferred. Bilingual,English,Spanish, preferred.
May work around standard office conditions.
Repetitive use of a keyboard at a workstation.
Use of manual dexterity.
Climbing of stairs.
Climbing of ladders.
Lifting and moving.
The employee must lift and move up to 10 pounds.