Coordinator, Administrative Services

This position may be eligible for Hybrid Work, working remotely for up to two days per week after the initial 90 days of employment

Hourly Rate: $20.68/hr. or higher, commensurate with experience and/or education 

JOB SUMMARY 

The Coordinator, Administrative Services coordinates, organizes, and oversees administrative functions and workflows.

DUTIES 

• Coordinates office workflows and tasks
• Serves as the point of contact for the office and as a liaison between administration, departments, faculty, staff, students, and external constituents
• Organizes meetings, conferences, and interviews, including coordinating speakers, catering, and media services, and tracking attendees, and coordinates the dissemination of agendas and other required materials for such events
• Manages confidential or sensitive information in an appropriate and timely manner
• Screens guests, telephone calls, and mail for others as required
• Collaborates with other personnel and other departments as necessary
• Prepares, proofreads, and formats correspondence, reports, memorandums, forms, and other documents as required, ensuring accuracy and compliance with policies and deadlines
• Prepares and processes financial documents for departmental purchases; coordinates and processes travel for administrators and may assist with cost center verifications
• Coordinates the event planning and logistics for events sponsored by the department or college, including, but not limited to, student award ceremonies, leadership conferences, meetings, and webinars
• Prepares and maintains yearly contracts
• Functions as property custodian with the IT department for technology and equipment-related matters

MARGINAL DUTIES 

• Performs all other duties as assigned
• Performs tasks related to specific department/college
• Administers personnel and payroll activities, including reconciling payroll reports and processing of eForms (Personnel Action Requests, Position Requests, etc.)

SUPERVISORY RESPONSIBILITIES

Direct Reports:

• None

Delegation of Work:

• N/A

Supervision Given:

• N/A

KNOWLEDGE, SKILLS, AND ABILITIES 

Knowledge:

• Knowledge of a variety of administrative tasks and procedures and the related trends, issues, and accepted practices

Skills:

• Good technical skills, including proficiency in MS Office
• Strong analytical and problem-solving skills
• Excellent interpersonal, communication, and organizational skills
• Good critical thinking skills

Abilities:

• Ability to work independently and be highly motivated and a self-starter
• Ability to prioritize and initiate tasks and projects
• Ability to censor information
• Ability to effectively communicate with a wide range of individuals and constituencies in a diverse university community

WORK LOCATION AND PHYSICAL DEMANDS 

Primary Work Location:

• Works in an office environment

Physical Demands:

• Work is performed in a typical interior work environment that does not subject the employee to any unpleasant elements
• The individual has discretion in relation to walking, standing, etc., and has minimal exposure to physical risks

EEO/AA

Required Education:

• Minimum of 60 hours of completed college coursework

Required Experience:

• Minimum of three (3) years of related job experience

License/Certification:

• None required

PREFERRED QUALIFICATIONS

• None

About University of Houston Downtown

Celebrating its 50th anniversary in 2024, the University of Houston-Downtown (UHD) is the second-largest university in Houston and has served the educational needs of the nation’s fourth-largest city since 1974. As one of four distinct public universities in the University of Houston System, UHD is a comprehensive, four-year university led by President Loren J. Blanchard. Annually, UHD educates approximately 14,000 students, boasts more than 66,000 alumni, and offers 45 bachelor’s degrees, 12 master’s degrees, and 19 online programs within four colleges: Marilyn Davies College of Business, College of Humanities and Social Sciences, College of Public Service, and College of Sciences and Technology. UHD has one of the lowest tuition rates in Texas.

U.S. News and World Report ranked UHD among the nation’s Best Online Bachelor’s Programs for Applied Administration and Best Online Master’s Programs in Criminal Justice, as well as a Top Performer in Social Mobility. The Wall Street Journal/College Pulse ranked UHD one of the best colleges in the U.S. for its 2024 rankings, with notable distinctions:  No. 1 for diversity (tied) and No. 3 for student experience. TheStockWatcher.com called UHD a “notable institution providing high-quality online MBA programs. … UHD ensures that its graduates are well-prepared to succeed in their chosen career paths.”

UHD is one of the four distinct and separate components of the University of Houston System, which also includes the University of Houston, University of Houston-Clear Lake, and University of Houston-Victoria. Instructional Sites operated by UHD are University of Houston-Downtown Northwest, University of Houston-Downtown at Lone Star College Kingwood, and University of Houston-Downtown at Lone Star College CyFair.

The University is designated as a Hispanic-Serving Institution, a Minority-Serving Institution, and a Military Friendly School. For more information on the University of Houston-Downtown, visit uhd.edu.

The University of Houston - Downtown is an Equal Opportunity/Affirmative Action institution and recognizes protected classes of race, color, sex (including pregnancy), genetic information, religion, age (40 and above), national origin, disability, veteran status, sexual orientation, gender identity or status, and gender expression as required by federal law. Veterans and persons with disabilities are encouraged to apply.