Job Description
The Senior Administrative Coordinator in this role provides comprehensive business, financial, and administrative support to a department, handling day-to-day operations under general supervision. Responsibilities include coordinating budgets and financial processes, monitoring payroll and personnel actions, ensuring compliance with policies and grant requirements, supporting HR activities, and managing purchasing, travel, contracts, and inventory. The position regularly handles confidential information, serves as a liaison on administrative and financial matters, makes routine business decisions, and may oversee or train support staff while advising leadership on best practices and process improvements.
Position Summary:
Provides general and varied business and financial operations support to a department or group of professionals under general supervision. Makes general to complex business process decisions requiring a comprehensive knowledge of a wide range of regulations, policies, procedures and business practices. Specific departments may provide additional guidance with a departmental position description.
Position Key Accountabilities:
• Coordinates the day to day business and financial processes. May trend past performance and forecast future financials.
• Verifies accuracy of all personnel and payroll transactions to conform to university policies and procedures and ensures actions are prepared and processed in a timely manner.
• Regularly handles confidential information and sensitive issues.
• Reviews personnel action forms regarding: appointments, promotions, separations, salary increases and fund source changes. Ensures the necessary approvals are secured.
• Coordinates and schedules Human Resources activities including recruiting and selection for classified staff.
• Monitors open encumbrances. Monitors expenditures and provides a report on the budget status as requested. Provides a comparison between actual and budget.
• Monitors travel, purchasing, payroll, timekeeping, contracts and grants.
• Responsible for acquisition of documents needed to monitor adherence to grant or program requirements.
• Maintains departmental equipment and space inventories.
• Monitors fund sources to verify accuracy to budgetary restrictions. Takes necessary steps to comply with restrictions.
• Provides approval of purchase requisitions based on established signature authority guidelines.
• May direct and manage the daily activities of the department/program through administrative staff.
• May create and edit various communications materials for the department/program, which may include printed materials, web site content and/or department newsletters.
• May train entry level support staff. May lead support staff. May assist with interviewing, orientation and scheduling of staff. May provide input into lower level staff performance evaluations
• Generally serves as an administrative liaison with others within and outside assigned areas regarding business and financial issues on purchasing, personnel, facilities and operations.
• Advises on financial and business practices, may draft policies and procedures as assigned by supervisor.
• Responsible for making routine business and financial decisions and judgment calls, and may assist or make recommendations regarding complex or impactful decisions.
• Other duties as assigned.
Certification/Skills:
Advanced working knowledge of standard Office Software such as Word, Excel, PowerPoint and Outlook is required.
Advanced working knowledge of University financial systems is preferred.
Minimum Education:
Bachelor’s degree in business related field required. Equivalent level of education and/or experience may substitute for education requirement.
Minimum Experience:
Three (3) years related work experience required.
Prior experience in finance, accounting, business administration or business management required.
Physical Requirements:
Exerts up to 20 pounds of force occasionally and/or up to 10 pounds frequently and/or a negligible amount constantly to move objects.
Security Sensitive:
This position is a security-sensitive position pursuant to Texas Education Code §51.215 and Texas Government Code §411.094. To the extent that a position requires the holder to research, work on, or have access to critical infrastructure as defined in Texas Business and Commerce Code §117.001(2), the ability to maintain the security or integrity of the infrastructure is a minimum qualification to be hired for and to continue to be employed in that position. Personnel in such positions, and similarly situated state contractors, will be routinely reviewed to determine whether things such as criminal history or continuous connections to the government or political apparatus of a foreign adversary might prevent the applicant, employee, or contractor from being able to maintain the security or integrity of the infrastructure. A foreign adversary is a nation listed in 15 C.F.R. §791.4.
Veteran Information:
Military occupations that relate to the initial selection criteria and registration or licensure requirements for this position may include but are not limited to:001810, 2615, 0101, 018, 68G, 70A, 70B, 70E, 3F561.
For a complete list please visit www.uthealth-veterans.jobs.
Residency Requirement:
Employees must permanently reside and work in the State of Texas.
Position Summary:
Provides general and varied business and financial operations support to a department or group of professionals under general supervision. Makes general to complex business process decisions requiring a comprehensive knowledge of a wide range of regulations, policies, procedures and business practices. Specific departments may provide additional guidance with a departmental position description.
Position Key Accountabilities:
• Coordinates the day to day business and financial processes. May trend past performance and forecast future financials.
• Verifies accuracy of all personnel and payroll transactions to conform to university policies and procedures and ensures actions are prepared and processed in a timely manner.
• Regularly handles confidential information and sensitive issues.
• Reviews personnel action forms regarding: appointments, promotions, separations, salary increases and fund source changes. Ensures the necessary approvals are secured.
• Coordinates and schedules Human Resources activities including recruiting and selection for classified staff.
• Monitors open encumbrances. Monitors expenditures and provides a report on the budget status as requested. Provides a comparison between actual and budget.
• Monitors travel, purchasing, payroll, timekeeping, contracts and grants.
• Responsible for acquisition of documents needed to monitor adherence to grant or program requirements.
• Maintains departmental equipment and space inventories.
• Monitors fund sources to verify accuracy to budgetary restrictions. Takes necessary steps to comply with restrictions.
• Provides approval of purchase requisitions based on established signature authority guidelines.
• May direct and manage the daily activities of the department/program through administrative staff.
• May create and edit various communications materials for the department/program, which may include printed materials, web site content and/or department newsletters.
• May train entry level support staff. May lead support staff. May assist with interviewing, orientation and scheduling of staff. May provide input into lower level staff performance evaluations
• Generally serves as an administrative liaison with others within and outside assigned areas regarding business and financial issues on purchasing, personnel, facilities and operations.
• Advises on financial and business practices, may draft policies and procedures as assigned by supervisor.
• Responsible for making routine business and financial decisions and judgment calls, and may assist or make recommendations regarding complex or impactful decisions.
• Other duties as assigned.
Certification/Skills:
Advanced working knowledge of standard Office Software such as Word, Excel, PowerPoint and Outlook is required.
Advanced working knowledge of University financial systems is preferred.
Minimum Education:
Bachelor’s degree in business related field required. Equivalent level of education and/or experience may substitute for education requirement.
Minimum Experience:
Three (3) years related work experience required.
Prior experience in finance, accounting, business administration or business management required.
Physical Requirements:
Exerts up to 20 pounds of force occasionally and/or up to 10 pounds frequently and/or a negligible amount constantly to move objects.
Security Sensitive:
This position is a security-sensitive position pursuant to Texas Education Code §51.215 and Texas Government Code §411.094. To the extent that a position requires the holder to research, work on, or have access to critical infrastructure as defined in Texas Business and Commerce Code §117.001(2), the ability to maintain the security or integrity of the infrastructure is a minimum qualification to be hired for and to continue to be employed in that position. Personnel in such positions, and similarly situated state contractors, will be routinely reviewed to determine whether things such as criminal history or continuous connections to the government or political apparatus of a foreign adversary might prevent the applicant, employee, or contractor from being able to maintain the security or integrity of the infrastructure. A foreign adversary is a nation listed in 15 C.F.R. §791.4.
Veteran Information:
Military occupations that relate to the initial selection criteria and registration or licensure requirements for this position may include but are not limited to:001810, 2615, 0101, 018, 68G, 70A, 70B, 70E, 3F561.
For a complete list please visit www.uthealth-veterans.jobs.
Residency Requirement:
Employees must permanently reside and work in the State of Texas.
💡 Quick Summary
Seeking a career-building opportunity? The Senior Administrative Coordinator (Facilities) position is now open for candidates interested in the Operations Executive Jobs sector. This role in Houston offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Operations Executive Jobs is a plus.
