Senior Administrative Coordinator - Children's Learning Institute

Childrenslearninginstitute; Town of Texas (WI); On-site; USD 50,000 - 70,000; Full time

Job summary

A leading institute dedicated to enhancing child learning outcomes is seeking a Senior Administrative Coordinator. This pivotal role involves managing financial processes, supporting procurement efforts, and coordinating contracts to ensure operational efficiency. The ideal candidate will possess strong skills in financial systems and advanced office software, supporting a vibrant team dedicated to innovative child education solutions.

Qualifications

• Three years related work experience required.
• Prior experience in finance, accounting, or business administration essential.

Responsibilities

• Coordinates day-to-day business and financial processes.
• Handles confidential information and sensitive issues regularly.
• Provides general and varied business and financial operations support.

Skills

Procurement

Financial Systems Management

Contract Coordination

Office Software

Education

Bachelor’s degree in business-related field

Tools

University financial systems

Microsoft Office Suite

Job description

The Senior Administrative Coordinator will support The Children’s Learning Institute (CLI) at UTHealth Houston. CLI is dedicated to advancing learning and health outcomes for all children through research-practice partnerships. Nearly all of the administrative and finance-related activity for CLI Solutions Group flows through this position. This includes the broad categories of purchasing, finance, legal, and working with contractors. The candidate will need to be comfortable with working in these areas independently as much as possible. However, the role often works in collaboration/coordination with other admin personnel and teams at CLI and across UTHealth Houston.

The ideal candidate will also have experience in procurement and Financial Systems Management, contract coordination, order/invoice management, and project documentation.

Position Summary:

Provides general and varied business and financial operations support to a department or group of professionals under general supervision. Makes general to complex business process decisions requiring a comprehensive knowledge of a wide range of regulations, policies, procedures and business practices. Specific departments may provide additional guidance with a departmental position description.

Position Key Accountabilities:

1. Coordinates the day to day business and financial processes. May trend past performance and forecast future financials.
2. Verifies accuracy of all personnel and payroll transactions to conform to university policies and procedures and ensures actions are prepared and processed in a timely manner.
3. Regularly handles confidential information and sensitive issues.
4. Reviews personnel action forms regarding: appointments, promotions, separations, salary increases and fund source changes. Ensures the necessary approvals are secured.
5. Coordinates and schedules Human Resources activities including recruiting and selection for classified staff.
6. Monitors open encumbrances. Monitors expenditures and provides a report on the budget status as requested. Provides a comparison between actual and budget.
7. Monitors travel, purchasing, payroll, timekeeping, contracts and grants.
8. Responsible for acquisition of documents needed to monitor adherence to grant or program requirements.
9. Maintains departmental equipment and space inventories.
10. Monitors fund sources to verify accuracy to budgetary restrictions. Takes necessary steps to comply with restrictions.
11. Provides approval of purchase requisitions based on established signature authority guidelines.
12. May direct and manage the daily activities of the department/program through administrative staff.
13. May create and edit various communications materials for the department/program, which may include printed materials, web site content and/or department newsletters.
14. May train entry level support staff. May lead support staff. May assist with interviewing, orientation and scheduling of staff. May provide input into lower level staff performance evaluations
15. Generally serves as an administrative liaison with others within and outside assigned areas regarding business and financial issues on purchasing, personnel, facilities and operations.
16. Advises on financial and business practices, may draft policies and procedures as assigned by supervisor.
17. Responsible for making routine business and financial decisions and judgment calls, and may assist or make recommendations regarding complex or impactful decisions.
18. Other duties as assigned.

Certification/Skills:

Advanced working knowledge of standard Office Software such as Word, Excel, PowerPoint and Outlook is required.
Advanced working knowledge of University financial systems is preferred.

Minimum Education:

Bachelor’s degree in business related field required. Equivalent level of education and/or experience may substitute for education requirement.

Minimum Experience:

Three (3) years related work experience required.
Prior experience in finance, accounting, business administration or business management required.

Physical Requirements:

Exerts up to 20 pounds of force occasionally and/or up to 10 pounds frequently and/or a negligible amount constantly to move objects.

Security Sensitive:

This job class may contain positions that are security sensitive and thereby subject to the provisions of Texas Education Code § 51.215

Veteran Information:

Military occupations that relate to the initial selection criteria and registration or licensure requirements for this position may include but are not limited to:001810, 2615, 0101, 018, 68G, 70A, 70B, 70E, 3F561.

For a complete list please visitwww.uthealth-veterans.jobs.

Residency Requirement:

Employees must permanently reside and work in the State of Texas.