Coordinator of Special Programs

Posting Details
Posting Details

Posting Number
S05893P

Position Title
Coordinator of Special Programs

Functional Title
Coordinator of Special Programs

Department
Engineering & Computer Science

Salary Range
Commensurate with experience up to $43,000

Pay Basis
Monthly

Position Status
Regular full-time

Location
Richardson

Position End Date (if temporary)

Posting Open Date
08/27/2024

Posting Close Date
10/01/2024

Open Until Filled
No

Desired Start Date

Job Summary
Looking for a rewarding career opportunity with great benefits? Interested in joining a dynamic & fun group of professionals? Look no further! Join our team!

The University of Texas at Dallas has an excellent job opportunity for individuals looking to join the Erik Jonsson School of Engineering and Computer Science team as a Coordinator of Special Programs.

The Coordinator of Special Programs is responsible for performing duties to support daily business functions and operations for an executive front office and will be the primary administrative support for the dean's staff including assistant and associate deans, facilities team, finance team, tech support, and research staff. This role will serve as the point of contact for all purchasing needs within the suite and for each of the nine departments as needed. This position regularly serves as the backup administrative support for the Texas Analog Center. This role will provide outstanding customer service to the campus community by answering emails, phone calls and in-person inquiries in a timely and professional manner.

Minimum Education and Experience

- Bachelor's degree in related field.
- A minimum of two years of experience providing support to programs or projects or an equivalent combination of education and experience.

Preferred Education and Experience

• Excellent verbal and written communication skills.
• The ability to multi-task and prioritize.
• Experience in higher education, administrative roles preferred but not required.
• Above average proficiency in MS Office Suite (Outlook, Excel, Word, PowerPoint) is a must.
• Experience with PeopleSoft is preferred.

Essential Duties and Responsibilities

• Open and close the office daily. Traditional business hours M-F 8am to 5pm.
• Answer phones, greet guests and direct in-person inquiries to appropriate individuals.
• Utilize procurement software to prepare, review, submit, and receive purchase orders from all customers within the Jonsson School and external partners.
• Facilitate OneCard transactions when applicable/allowable for office needs (supplies, license renewals, invoices etc.).
• Responsible for reconciling OneCard reports according to university guidelines.
• Collect and prepare business expense reimbursements.
• Coordinate travel arrangements and prepare vouchers for travel reimbursements.
• Maintain office supply inventory and replenish as needed.
• Schedule meeting and event space requests in shared Outlook calendars.
• Assist with special events and departmental meetings.
• Disseminate campus communications to applicable audience (dissertation announcements, research communication, distinguished speaker announcements etc.).
• Publish ECS events to internal and external Comet Calendars.
• Process and review daily electronic access requests for building, keys, and computer access.
• Manage directory listings for employees in the dean's office.
• Receive and respond to inquiries via shared email inboxes.
• Assist the Administrative Project Coordinator with the annual fellowship review/selection/award process.
• Collect and distribute mail daily.
• Supervise and direct assignments for student workers.
• Other projects and duties as assigned

Remote Work Notice
Following successful completion of an initial training period, a hybrid work schedule may be available, subject to business needs and departmental approval. Employee must be located within the Dallas/Fort Worth Metroplex area and have the ability to be on campus for work activities as scheduled and/or with 24-hour notice. Completion and approval of a UT Dallas Remote Work Agreement will be required, and use of personal computer, internet, and other standard equipment may be required. Remote work arrangements are subject to regular review and re-approval and may be cancelled.

Physical Demands and Working Conditions
May be required to drive or operate university vehicles (golf cart).

Physical Activities

Working Conditions

Additional Information
About UT Dallas
The University of Texas at Dallas is a top public research university committed to admitting, enrolling, and graduating well-rounded members of the global community whose education has prepared them for rewarding lives and productive careers in a constantly changing world. A variety of people, ideas, backgrounds, and perspectives is crucial to achieving our vision and mission. UT Dallas fosters an educational, working, and living environment where all members of our community are welcomed, treated fairly, and supported in their pursuit of excellence.

What We Offer
UT Dallas aims to attract and retain talented staff and faculty to support the University's students and mission. We are an equal opportunity employer and offer a comprehensive benefits package, including:

• Medical with prescription drug coverage (100% paid for full-time employees), dental, and, vision insurance plans
• Life, AD&D, and disability insurance plans
• Flexible Spending Accounts
• Paid time off and holidays
• Retirement plans
• Employee tuition assistance
• Professional development and training opportunities
• Employee wellness and employee assistance programs
• and much more!

Visit https://hr.utdallas.edu/employees/benefits/ for more information.

Special Instructions Summary

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 .