Admin Project Coordinator I Job Listing at UT Dallas in Richardson, TX (Job ID 28269)

Description

The Administrative Project Coordinator (Level 1) will report to the Director of Business Operations at the Analog Center. This role will provide advanced support in several areas, including procurement, travel arrangements, reimbursements, account reconciliation, human resources, payroll, and time and labor functions. The coordinator will act as a liaison between the Jonsson School Departments and various campus offices, such as the Procurement Office, Budget Office, Human Resources, and Payroll. Additionally, the coordinator will assist the administrative team in adhering to standard operating procedures and university policies.

Minimum Education and Experience

Bachelor's degree in a related discipline and three years of administrative experience, experience related to the project area or any equivalent combination of education and experience.

Preferred Education and Experience

Demonstrated knowledge of applicable business practices, laws, rules, and regulations related to purchasing, payroll, and employment. Experience using PeopleSoft HCM and Procurement software or comparable ERP systems. Requires attention to detail, accuracy, and the ability to meet strict deadlines. Experience with event planning and execution is highly desired. Must have superior organizational skills and the ability to effectively multitask daily.

Essential Duties and Responsibilities

Administrative

• Open and close the office daily. Traditional business hours M-F 8:00 am to 5:00 pm.
• Provide direct administrative support to the Director of the Analog Center, including managing their meeting calendar and sending daily reminders.
• Answer phones, greet guests, manage general walk-ups, and direct inquiries to appropriate individuals.
• Assist with all the fellowship and internship application review/selection/award process.

Operations

• Host and manage weekly center events. Assist with major center events.

Purchasing

• Utilize procurement software to prepare, review, submit, and receive purchase orders.
• Facilitate OneCard transactions when applicable/allowable for office needs (supplies, license renewals, invoices, etc.). Responsible for reconciling OneCard reports according to university guidelines.
• Monitor and track all purchasing, shipping, and payroll expenses/adjustments, including subaward invoices/payments.
• Arrange domestic/international travel and all related logistics.
• Process reimbursement of business and travel expenses.

Financial

• Management of the monthly account reconciliation, monthly/quarterly review of encumbrances, and participating in fiscal-year-end closeout activities.
• Check budgets and initiate sponsored project cost center adjustments, and inter- and intra-departmental transfers before purchases, travel arrangements, e-shipping, employment, and hiring requests.

Payroll and Time & Labor

• Manage and monitor postings, hiring, and onboarding for the center.
• Create electronic position update requests, electronic personnel action requests, and employment check-outs for the center.
• Enroll employees in the Time and Labor module in PeopleSoft and generate related reports, which include sending reminders for timesheet approvals.
• Run monthly payroll distribution queries and process corrections as needed.

Other duties

• Process and review daily PEARL requests for building, keys, and computer access.
• Manage directory listings for employees in department 307800.
• Schedule meetings and maintain the Analog Center's conference room calendar.
• Assist the Dean's Office with the center's inventory management
• Disseminate communications to TxACE and similar announcements, i.e., internship and job opportunities.
• Publish Analog Center events in Comet Calendars.
• Collect quarterly updates related to awards, conference papers, and journal publications.
• Collect and distribute mail daily.
• Maintain office supply inventory and replenish as needed.
• Maintain supplies and cleanliness in the center, conference room, copy room, and kitchen.
• Other Purchasing, Payroll, HR, and Operations related duties as assigned. May require some evening and/or weekend hours. May require driving to local industry in the DFW metroplex for major events.

Additional Information

A remote work schedule is not available for this position.

What We Can Offer
UT Dallas is an Equal Opportunity Employer with an employee-friendly and supportive work environment. Our comprehensive compensation and benefits package that is effective as of your hire date includes:

• Competitive Salary
• Tuition Benefits
• Internal Training
• BCBS PPO Medical insurance – 100% paid for full-time employees
• PPO and DHMO Dental Insurance Plan – PPO plans include ortho benefits
• Vision Insurance
• Long and short-term disability
• TRS Retirement Plan – defined benefit plan offering lifetime annuity upon retirement
• Voluntary Retirement Plan Options – additional savings opportunities with Tax-Sheltered Annuity Plans and Deferred Compensation Plans
• Dental/Vision/AD&D
• Paid time off
• Paid Holidays
• Paid Winter Break
• Fertility Benefits
• Remote Work Options – approved by department

All UT Dallas employees have access to various professional development opportunities, including a membership to Academic Impressions, LinkedIn Learning, and UT Dallas Bright Leaders Program. Visit https://hr.utdallas.edu/employees/benefits/ for more information.
If you are looking for a rewarding career opportunity with great benefits? Look no further! Join our team!

Important Message

1) All employees serve as a representative of the University and are expected to display respect, civility, professional courtesy, consideration of others and discretion in all interactions with members of the UT Dallas community and the general public.

2) The University of Texas at Dallas is committed to providing an educational, living, and working environment that is welcoming, respectful, and inclusive of all members of the university community. UT Dallas does not discriminate on the basis of race, color, religion, sex (including pregnancy), sexual orientation, gender identity, gender expression, age, national origin, disability, genetic information, or veteran status in its services, programs, activities, employment, and education, including in admission and enrollment. EOE, including disability/veterans. The University is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities. To request reasonable accommodation in the employment application and interview process, contact the ADA Coordinator. For inquiries regarding nondiscrimination policies, contact the Title IX Coordinator.

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