HUB Program Specialist

The University of Texas System; Austin (TX); Hybrid; USD 40,000 - 55,000; Full time

Benefits offered by this job

Hybrid work environment

Job summary

The University of Texas System Administration in Austin seeks an organized administrative support specialist for the Office of HUB Programs. You will manage contract records, track Progress Assessment Reports (PARs), support HUB coordinators, and help develop dashboards and communications.

Responsibilities include coordinating outreach events, scheduling vendor meetings, and maintaining office records with strict confidentiality and accuracy. A hybrid work arrangement may apply.

Qualifications

• Associate degree and two years of administrative/related experience or equivalent
• Proficiency with MS Office; strong written and verbal communication
• Ability to manage confidential information and maintain accurate records

Responsibilities

• Maintain a centralized inventory of contracts and review PARs for completeness
• Provide PARs, invoices, and supporting docs to HUB Coordinators for review
• Maintain contract records and documentation in compliance with rules and UT System policies
• Develop, maintain, and distribute reports and dashboards for HUB outreach and initiatives
• Coordinate HUB outreach events and vendor meetings; manage invitations and follow-ups
• Provide general administrative support to HUB Programs leadership and staff

Skills

MS Office proficiency

Records management

Confidentiality

Report writing

Communication

Calendar management

Education

Associate degree or equivalent

Tools

Smartsheet

Power BI

PeopleSoft

Canva

Adobe products

Job description

About Us

For more than 140 years, The University of Texas System has improved the lives of Texans — and people all over the world — through education, health care, and research. The System consists of nine academic institutions, four health institutions, and The University of Texas System Administration. The institutions of the UT System employ more than 160,000 faculty, health care professionals, researchers, support staff, and student workers.

The UT System Administration is primarily based in Austin, Texas. It supports the missions of the System’s thirteen institutions by providing financial, legal, planning, purchasing, government relations, communications, development, and other central services. Serving a growing state, the UT System Administration strives to provide a welcoming, supportive work environment that embraces different perspectives - not only because it enables the organization to be stronger, creative, and thoughtful, but because it is the right thing to do. To that end, UT System Administration embraces state laws on military and former foster children employment preferences.

Purpose of Position

Provides administrative and program support to the Office of HUB Programs. Responsibilities include maintaining contract and invoice records; coordinating, tracking, and reporting on Progress Assessment Reports (PARs) for contracts requiring a Subcontracting Plan; supporting assigned HUB Coordinators with documentation and follow-up activities; coordinating outreach events and vendor meetings; developing communications and marketing materials; maintaining office records and reporting tools; and providing general administrative support to office leadership and staff.

Essential Functions

• Maintain a centralized inventory of contracts requiring a Subcontracting Plan; review invoice packages to verify receipt of required Progress Assessment Reports (PARs); perform administrative completeness reviews; track PAR status and follow-up activities; prepare routine status and exception reports; and coordinate resolution of missing or incomplete submissions with the assigned HUB Coordinator
• Provide PARs, invoices, correspondence, and supporting documentation to assigned HUB Coordinators for review; organize and maintain contract files and related records; and identify items requiring additional review or follow-up. HUB Coordinators retain responsibility for determining and documenting compliance with approved Subcontracting Plans
• Maintain accurate contract records, electronic files, tracking tools, and program documentation in accordance with statutory requirements, Texas Administrative Code HUB program rules and UT System policies and procedures to ensure information is complete, accessible, and audit ready
• Develop, maintain, and distribute recurring reports, dashboards, and tracking tools related to HUB outreach activities, Subcontracting Plans, solicitations, and other program initiatives, as assigned
• Coordinate and/or provide administrative support for HUB outreach events including scheduling, invitations, registration support, logistics, materials, and post-event follow-up
• Coordinate vendor meeting requests submitted through the online Vendor Information Form, including scheduling meetings, coordinating participants, preparing meeting information, and maintaining related records
• Provide general administrative support to Office of HUB Programs leadership and staff, including calendar management, meeting coordination, document preparation, records maintenance, data entry, supply coordination, special projects, and office initiatives

Knowledge, Skills & Abilities

• Proficiency with standard office equipment and Microsoft Suite, as well as electronic document-management, scheduling, or tracking systems.
• Knowledge of records management, confidentiality requirements, and applicable policies, procedures, and regulations governing administrative and program operations.
• Skill in handling sensitive and confidential information with discretion and professionalism.
• Ability to review documents for accuracy and completeness, maintain records, and prepare clear, concise reports.
• Skill in developing professional correspondence, presentations, and other communications using established templates, branding, and standards.
• Ability to coordinate meetings, events, and administrative activities; track multiple assignments, deadlines, and follow-up actions through completion.
• Strong customer service and interpersonal skills, with the ability to communicate effectively with diverse stakeholders.
• Ability to organize, prioritize, and manage multiple tasks while maintaining accuracy, attention to detail, and timely completion of work.

Required Qualifications

• Associate degree and two years of administrative, event-coordination, communications, records-management, accounts-payable, procurement-support, contract-support, or related experience; or an equivalent combination of education and relevant experience

Preferred Qualifications

• Experience providing administrative support for contracts, procurement, accounts payable, compliance, construction, professional services, or HUB program activities in a Texas public university environment
• Experience using Smartsheet, Power BI, PeopleSoft, ContactMonkey, Canva, and Adobe products
• Familiarity with general HUB requirements, Subcontracting Plans, or the Progress Assessment Report process

Working Conditions

• May work around standard office conditions
• Repetitive use of a keyboard at a workstation
• Uses standard office equipment
• Requires occasional evening or weekend hours
• Hybrid work environment (remote & office)

Additional Information

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to a minimum of 20 hours per week and at least 135 days in length. Participation in TRS is mandatory.

A background check will be conducted on candidates under final consideration. The background check may include any or all of the following: criminal history check, prior employment verification, education verification, professional references check, and motor vehicle records check. Background checks are conducted by third-party vendors. Upon request form the third-party vendor, candidates under final consideration must provide the required information for the background checks to be completed.

EO/AA Statement

The University of Texas System Administration is committed to providing equal employment opportunity for all qualified applicants and employees in all terms and conditions of employment. U. T. System will provide equal employment opportunity to all qualified persons and will not discriminate on the basis of race, color, sex, sexual orientation, gender identity/expression, pregnancy, religion, national origin, age, disability, genetic information, protected veteran status, or any other characteristic protected by federal or state laws.

For information on accommodations for individuals with disabilities, please contact the Office of Talent and Innovation at [e-mail] .