Admin Project Coordinator I Job Listing at UT Dallas in Richardson, TX (Job ID 28970)

Description

Reporting to the Department Business Manager, the Administrative Project Coordinator will provide advanced project and administrative support to the Department of Electrical and Computer Engineering (ECE), a large complex department. The Administrative Project Coordinator will lead and coordinate projects to assure completion within budgetary, space and time limits in order to enhance the overall operation of the organization. Areas of coverage include office management, event coordination and execution, space management, onboarding/offboarding, procurement, travel, reimbursement, and inventory management. This role serves as a liaison to the Jonsson School Dean's Office, other Jonsson School Departments, Facilities Management, and the faculty, staff, and students within ECE and will assist the department with adhering to standard operating procedures and university policies. The Administrative Project Coordinator will lead front office staff and provide back-up support as needed.

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

• Experience managing the administrative aspects of an office or department in a university or commercial setting
• Experience managing projects and initiatives
• Experience with event planning and execution
• Experience using PeopleSoft Procurement software or comparable ERP system
• Requires attention to detail, accuracy, and the ability to meet strict deadlines
• Must have superior organizational skills and the ability to effectively multitask daily.

Essential Duties and Responsibilities

Essential Duties and Responsibilities:

• Lead the Office Services function for the department creating a welcoming and professional environment for visitors and ensuring the department has the appropriate administrative resources to support our faculty, staff, and students
• Manage departmental projects and initiatives including the execution of events, logistical and scheduling support for faculty recruiting, management of key space and facilities initiatives, and other projects as defined by the Department Head and Business Manager
• Supervise and coordinate department work-study students; assign tasks, training, schedule, and liaise with departmental staff to assist with high workload areas
• Provide administrative support and coordination to the ECE Department Head
• Partner closely with Event and Marketing/Digital Media staff on all aspects of event planning and execution including concept creation, vendor coordination, purchasing, securing space, and handling equipment and custodial needs
• Maintain departmental calendar/schedule in partnership with the ECE Department Head, Business Manager, and faculty ensuring meetings and events are appropriately positioned and resourced
• Support new faculty and staff onboarding ensuring teammates have the required workspace, equipment, access, and other necessary resources
• Serve as inventory liaison to Engineering & Computer Science asset management team; create controls and processes to effectively manage department mobile asset inventory; maintain annual inventory list of department-owned/controlled assets
• Coordinate with Facilities Management on work requests and projects to support the space and infrastructure needs of a growing department
• Utilize procurement software to prepare, review, submit, and receive purchase orders in support of department operating needs
• Arrange domestic/international travel and all related logistics
• Process reimbursement of business and travel expenses
• Issue and maintain shared equipment (laptops, projectors, etc.) and serve as liaison for department technology & audio/visual needs
• Manage shipping/receiving and mail activity within the department coordinating student workers and providing backup support when needed

Additional Information

Remote Notice: After the probationary period, this role may be eligible for a hybrid (partly remote/partly in office) work schedule, subject to business need and manager approval. May be required to use personal computer and other standard office equipment. Must be located within the DFW Area and have the ability to be on campus with 24 hours of notice. A UT Dallas Remote Work Agreement will be required within 14 days after approval.

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. 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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