Operations Coordinator

University of Texas at Austin; Austin (TX); On-site; USD 47,000 - 65,000; Full time

Benefits offered by this job

100% employer-paid basic medical

Free Capital Metro bus rides

Retirement contributions

Paid vacation, sick time, and holidays

Career growth & professional developm​

Job summary

University Housing and Dining at the University of Texas at Austin is seeking an Operations Coordinator to provide administrative support, manage inventory, and coordinate procurement for facilities operations on campus. The role ensures accurate work orders, timely purchasing, and strong customer service across university departments and vendors.

The position requires a bachelor’s degree in business administration or related field and a minimum of three years’ coordination or program

Qualifications

• Bachelor’s degree in business administration, operations management, or a related field.
• At least 3 years of experience coordinating or administering a program.

Responsibilities

• Provide comprehensive administrative support to the assigned facilities shop(s). Greet guests/vendors and answer the main phone line. Schedule meetings and manage correspondence; perform data auditing and work-order closure checks; monitor staff timesheets and billing fields; support UT Works and iPad devices.
• Oversee daily inventory management, forecast demand, and coordinate annual cycle counts using UT Works; track stock levels and replenish as needed; audit reports and corrections.
• Prepare and submit requisitions for purchase orders; manage procurement activities; serve as primary vendor contact and route invoices for payment.
• Provide quality customer service for internal and external customers; handle uniforms procurement and related activities; support other facilities shops as needed.

Education

Bachelor’s Degree in business administration, operations management, or a related field

Tools

CMMS

UT Works

Maximo

TMA

Job description

Job Posting Title

Operations Coordinator

Hiring Department

University Housing and Dining

Position Open To

All Applicants

Weekly Scheduled Hours

40

FLSA Status

To Be Determined at Offer

Earliest Start Date

Ongoing

Position Duration

Expected to Continue

Location

UNIVERSITY APARTMENTS

Job Details

General Notes

BENEFITS: UT Austin offers a competitive benefits package that includes:

• 100% employer-paid basic medical coverage

• Free Capital Metro bus rides

• Retirement contributions

• Paid vacation, sick time, and holidays

• Career growth & professional development

Please visit our Human Resources (HR) website at https://hr.utexas.edu/ to learn more about the total benefits offered when you join our team!

Purpose

The Operations Coordinator provides administrative, inventory, and procurement support for Facilities Operations to ensure the efficient functioning of maintenance and inventory systems, accurate work order and labor management, timely purchasing and vendor coordination, and exceptional customer service. Serves as a key resource for facilities staff by supporting operational processes, maintaining inventory integrity, coordinating procurement activities, and assisting with technology and systems used to support maintenance operations.

Responsibilities

• Provide comprehensive administrative support to the assigned facilities shop(s). Greet guests/vendors and answer the main phone line. Make appointments, schedule meetings, and reserve rooms. Read, answer, compose, and edit correspondence. Perform substantial data auditing and management to complete work orders, checking for staff labor, technician notes, and materials before closing. This includes approving technician timesheets daily, checking corresponding student billable phases for correct user-defined fields, and monitoring to ensure the timely closure of work order phases. Pick up and distribute mail and copier output. Support and contribute to systems assessment for changes and deliver training to staff as needed, resolving issues for technicians regarding UT Works and technician iPads.

• Oversee daily inventory management. Independently process all inventory-related activity, identifying errors and making corrections. Collaborate directly with Facilities Leadership and staff to make corrections. Track and control the flow of materials to ensure availability when needed. Responsible for monitoring stock levels, forecasting demand, and optimizing replenishment. Facilitate annual inventory by using UT Works to prepare for the annual cycle count, including generating reports and routing as needed. Audit count reports to identify items needing further review and manage corrections, submitting them when complete.

• Prepare and submit requisitions for purchase orders. Monitor warehouse stock and initiate procurement activity to replenish stock, ensuring parts are active in UT Works and establishing the correct unit of measure for materials ordered. Serve as the primary point of contact for vendor communication. Confirm the accuracy of purchases, correct invoices, and route them to Accounts Payable with payment approval.

• Provides quality customer service for internal and external customers. Act as the primary contact for the uniform company, checking invoices for accuracy before routing for payment and ordering new or replacement uniforms, following up until received. This may include the pick-up and delivery of materials. Provides backup to staff supporting other facilities shops. Perform other duties as assigned.

Required Qualifications

• Bachelor’s Degree in business administration, operations management, or a related field.

• At least 3 years experience coordinating or administering a program.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Experience using computerized maintenance management systems (CMMS) and/or work order systems (UT Works, Maximo, TMA, etc.)

• Inventory control experience.

• Experience providing administrative support in facilities management, maintenance operations, construction, warehouse, inventory, or similar operational environments.

• Experience managing inventory, including cycle counts, stock replenishment, materials tracking, and/or annual inventory audits.

• Experience working in a higher education, government, healthcare, or other complex institutional environment preferred.

• Demonstrated commitment to customer service with the ability to communicate effectively with employees, students, vendors, and campus partners.

Salary Range

$47,000+ depending on qualifications

Work Shift

• Monday - Friday 7:30AM – 4:00PM. Hours and days may vary depending on the needs of the unit.

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

Important

for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure thatALLRequired Materials have been uploaded. Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers:

As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

Employment Eligibility

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

Retirement Plan Eligibility

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

Background Checks

A criminal history background check will be required for finalist(s) under consideration for this position.

Equal Opportunity Employer

The University of Texas at Austin, as an equal opportunity/affirmative action employer,complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

Pay Transparency

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

Employment Eligibility Verification

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

E-Verify

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

Compliance

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.