Admin Project Coordinator I

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.

• 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.

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

• 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.

• 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.

• 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.

• 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.

• 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