F/CM Office Administrator

University of Houston; Houston (TX); On-site; USD 55,000 - 80,000; Full time

Job summary

The University of Houston is seeking an experienced administrative professional to manage day-to-day operations within Facilities Planning & Construction, including budget oversight, scheduling, and executive support. The role oversees hiring processes, onboarding, calendar management for a Senior Leader, staff training planning, and coordination with vendors and external contractors.

Qualifications emphasize 3+ years of relevant experience; education may be substituted by experience, with

Qualifications

• Minimum of three years of directly job-related experience.
• Understanding of budgeting, scheduling, and executive support.
• Ability to handle confidential information and multiple tasks.

Responsibilities

• Oversees hiring process for F/CM team, including paperwork and interview setup.
• Oversees onboarding and department orientation.
• Manages daily calendar for Senior Leader and coordinates with staff, vendors, and contractors.
• Plans unit activities and staff training opportunities.
• Reconciles budgets and processes payments for invoices and travel.
• Conducts property and space inventory as needed.
• Compiles information for executive meetings and drafts complex documents.
• Performs other related duties.

Skills

Budget management

Calendar management

Interpersonal communication

Vendor coordination

Tools

Microsoft Office Suite

Budgeting software

Job description

Department: Facilities Planning & Cnstr Salary: Commensurate with Experience/Education

Description

Manages the development and coordination of office services and activities, including the day-to-day oversight of budgetary, financial, personnel and administrative functions for a department, ensuring optimal effectiveness of administrative support with Facilities/Construction Management (F/CM).

• Oversees the hiring management process for an F/CM team to include but not limited to; compiling necessary paperwork, schedule interviews, prepare interview packets and establish the interview hiring committee.
• Oversees onboarding including office and computer set up and access, department orientation, training and other needs.
• Manages and maintains the daily calendar for a Senior Leader of an F/CM team, including appointments meetings and activities with F/CM team members, internal faculty and staff as well as external vendors and contractors.
• Facilitates the planning of F/CM unit activities, and staff training and development opportunities.
• Handles reconciliation of budgets and financial accounts, reviews for any discrepancies, processes payments of invoices, travel expenses and all payments related to various meetings.
• Conducts property and space inventory for the office on an as needed basis.
• Collects and prepares information for use in discussions and meetings with executive leadership and outside individuals; composes and finalizes complex correspondence, reports and other-format documents.
• Performs other job-related duties as required.

Department is willing to accept experience in lieu of education.

MQ: Education: Requires a thorough understanding of both theoretical and practical aspects of an analytical, technical or professional discipline; or the basic knowledge of more than one professional discipline. Knowledge of the discipline is normally obtained through a formal, directly job-related 4 year degree from a college or university or an equivalent in-depth specialized training program that is directly related to the type of work being performed.

Experience: Requires a minimum of three (3) years of directly job-related experience. Certification/Licensing: None.

All positions at the University of Houston-System are security sensitive and will require a criminal history check.

The University of Houston System and its universities are Equal Opportunity Institutions. Everyone is encouraged to apply.