Senior Administrative Coordinator in Financial Aid

UTHealth Houston; Houston (TX); Hybrid; USD 48,000 - 64,000; Full time

Benefits offered by this job

100% paid medical premiums for full‑tɦ

Generous time off

Longevity Pay

Retirement/pension plan

Wellbeing programs

Job summary

UTHealth Houston in Houston seeks a Senior Administrative Coordinator for the Financial Aid Office. The role blends front desk duties with office management, handling inquiries and directing students and guests on issues, while also managing loan due diligence and basic deposits.

After training, you may move to a hybrid schedule with some remote days. The position is full-time on the 22nd floor of the University Center Tower in the Medical Center, with UTHealth Houston benefits.

Qualifications

• Bachelor's degree in a business-related field is required.
• Three (3) Years Related Work Experience Required.
• Prior experience in finance, accounting, business administration or business management required.
• Advanced working knowledge of University financial systems is preferred.

Responsibilities

• Coordinate the day-to-day business and financial processes.
• Verify payroll and personnel transactions per university policies.
• Monitor budgets, expenditures and fund sources to stay within restrictions.
• Support HR activities including recruiting and staff scheduling.
• Direct and manage administrative staff as needed.

Skills

Office software

Excel

PowerPoint

Outlook

Education

Bachelor's degree in business-related field

Tools

University financial systems

Job description

We are seeking a Senior Administrative Coordinator for our Financial Aid Office. This position will function half the time as a front desk person, handling inquiries and directing students and guests on how to handle issues. The other half of the time, you will be working as an office manager and handling loan due diligence. Mainly, this will involve coordinating correspondence and doing daily deposits. This role does not require any prior knowledge of financial aid, as most of the functions are clerical. During training, you will work on-site, but after a certain period, you can move to a more flexible schedule with some remote days. You will be working on the twenty‑second floor of our University Center Tower in the Medical Center. Hours are standard, and this is a full‑time position. It is eligible for all UTHealth Houston benefits.

What we do here changes the world.

UTHealth Houston is Texas’s resource for healthcare education, innovation, scientific discovery, and excellence in patient care. That’s where you come in.

Once you join us you won't want to leave.

It’s because we reward our team for the excellent service they provide. Our total rewards package includes the benefits you’d expect from a top healthcare organization (benefits, insurance, etc.), plus:

• 100% paid medical premiums for our full‑time employees
• Generous time off (holidays, preventative leave day, both vacation and sick time – all of which equates to around 37‑38 days per year)
• The longer you stay, the more vacation you’ll accrue!
• Longevity Pay (Monthly payments after two years of service)
• Build your future with our awesome retirement/pension plan!

We take care of our employees!

As a world‑renowned institution, our employees’ wellbeing is important to us. We offer work/life services such as …

• Free financial and legal counseling
• Free mental health counseling services
• Gym membership discounts and access to wellness programs
• Other employee discounts including entertainment, car rentals, cell phones, etc.
• Resources for child and elder care
• Plus many more!

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:

• Coordinates the day to day business and financial processes. May trend past performance and forecast future financials.
• 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.
• Regularly handles confidential information and sensitive issues.
• Reviews personnel action forms regarding: appointments, promotions, separations, salary increases and fund source changes. Ensures the necessary approvals are secured.
• Coordinates and schedules Human Resources activities including recruiting and selection for classified staff.
• Monitors open encumbrances. Monitors expenditures and provides a report on the budget status as requested. Provides a comparison between actual and budget.
• Monitors travel, purchasing, payroll, timekeeping, contracts and grants.
• Responsible for acquisition of documents needed to monitor adherence to grant or program requirements.
• Maintains departmental equipment and space inventories.
• Monitors fund sources to verify accuracy to budgetary restrictions. Takes necessary steps to comply with restrictions.
• Provides approval of purchase requisitions based on established signature authority guidelines.
• May direct and manage the daily activities of the department/program through administrative staff.
• May create and edit various communications materials for the department/program, which may include printed materials, web site content and/or department newsletters.
• 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
• Generally serves as an administrative liaison with others within and outside assigned areas regarding business and financial issues on purchasing, personnel, facilities and operations.
• Advises on financial and business practices, may draft policies and procedures as assigned by supervisor.
• Responsible for making routine business and financial decisions and judgment calls, and may assist or make recommendations regarding complex or impactful decisions.
• 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:

A bachelor’s degree in a business‑related field is required. An equivalent level of education and/or experience may substitute for the 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 position is a security‑sensitive position pursuant to Texas Education Code

• 51.215 and Texas Government Code
• 411.094. To the extent that a position requires the holder to research, work on, or have access to critical infrastructure as defined in Texas Business and Commerce Code
• 117.001(2), the ability to maintain the security or integrity of the infrastructure is a minimum qualification to be hired for and to continue to be employed in that position. Personnel in such positions, and similarly situated state contractors, will be routinely reviewed to determine whether factors such as criminal history or ongoing connections to the government or political apparatus of a foreign adversary might prevent the applicant, employee, or contractor from maintaining the security or integrity of the infrastructure. A foreign adversary is a nation listed in 15 C.F.R.
• 791.4.

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 visit www.uthealth-veterans.jobs.

Residency Requirement:

Employees must permanently reside and work in the State of Texas. This role is a hybrid position.