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, 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

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 which does not subject the employee to any unpleasant elements
• Individual has discretion in relation to walking, standing, etc., and has minimal exposure to physical risks

Required Education:

• Bachelor's degree

Required Experience:

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

License/Certification:

• None required

About University of Houston Downtown

The second-largest university in Houston, the University of Houston-Downtown (UHD) is a comprehensive, four-year, urban university in the heart of downtown. Led by President Loren J. Blanchard, UHD is a community of diverse faculty, staff, students, and regional partners dedicated to nurturing talent, generating knowledge, and driving socioeconomic mobility for a just and sustainable future.  

Since opening its doors in 1974, UHD has grown in size, scope, and service, now offering 46 bachelor’s and 11 master’s degree programs and 17 fully online programs within its four colleges: Marilyn Davies College of Business, College of Humanities & Social Sciences, College of Public Service, and College of Sciences & Technology.

UHD educates approximately 15,000 students annually. With more than 77% of UHD’s students coming directly from Harris County, UHD is not just a university in Houston, but Houston’s University and an Anchor Institution for the region.

UHD is recognized as a Hispanic-Serving Institution, a Minority-Serving Institution, and a Military-Friendly School. While the student population is largely Hispanic at 53% and African-American at 20%, more than 64 countries are represented. Furthermore, UHD has the most affordable tuition among four-year universities in Houston, and its graduates have the lowest student loan debt in the state. Importantly, 70% of UHD freshman students are the first in their families to attend college.

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-Woodlands.

The University of Houston-Downtown is an affirmative action/equal opportunity employer. Minorities, women, veterans, and individuals with disabilities are encouraged to apply. UHD is committed to equal opportunity and complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. All applicants will be considered without regard to race, color, sex, genetic information, religion, age, national origin, disability, veteran status, sexual orientation, gender identity and gender expression, except where such distinction is required by law.