The University of Texas at Austin
Administrative Services Officer - Office of the Executive Vice President and Pro
The University of Texas at Austin, Austin, Texas, us, 78716
Administrative Services Officer – Office of the Executive Vice President and Provost
Join us to apply for the Administrative Services Officer – Office of the Executive Vice President and Provost role at
The University of Texas at Austin .
Purpose The Office of the Executive Vice President and Provost seeks an Administrative Services Officer to provide financial and administrative support services to the portfolio of the Executive Vice President and Provost (EVPP). This position serves as the primary business point‑of‑contact for designated EVPP units, working closely with leadership, clients, and centralized teams to support operational success.
Responsibilities
Develop deep knowledge of the business needs of the assigned units; serve as primary point of contact for staff, faculty, and students for financial and administrative matters; research, evaluate, and resolve related issues; perform or delegate administrative processes needed for business operations, ensuring efficient operation and high‑quality customer service.
Using delegated authority and in compliance with policies/procedures, initiate, review, and approve personnel requests, purchases, payments, and expense authorizations for business operations; advise leadership and clients of relevant administrative policies.
Coordinate the production of administrative, financial, and gift reports in collaboration with centralized staff; assist leadership in drafting correspondence and collecting information; prepare invoices and collaborate with centralized staff to receive funds as needed.
Review monthly reconciliation of department/position cost centers against anticipated budgets; assist leadership with the development of annual budgets as assigned.
Coordinate operational aspects of the recruitment of faculty, administrator, staff, or student employees to support an exceptional candidate experience; arrange travel and communicate with candidates; initiate and monitor hiring, adjustments to appointments, and separation requests; assist with creating job descriptions and postings and managing positions; conduct onboarding and separation activities.
Maintain lists, spreadsheets, and documents; manage files in accordance with university record‑retention policies; serve as liaison to university and outside offices for administrative matters; ensure compliance and consistency with university, EVPP, and unit policies, procedures, and systems.
Provide backup/surge support for Academic Business Affairs colleagues; lead or participate in special projects; attend routine and ad hoc meetings; assess and recommend opportunities to improve processes and other related functions as assigned.
Required Qualifications Bachelor’s degree and eight years of responsible level experience in program management, administrative management, and/or financial management,
or
Master’s degree and six years of the above experience. Proven ability to prioritize responsibilities and manage concurrent projects while maintaining a high level of accuracy and attention to detail; ability to meet overlapping deadlines in a fast‑paced office environment; strong organizational, analytical, problem‑solving, critical‑thinking, interpersonal, oral communication, and writing skills; demonstrated experience providing exceptional customer service; ability to perform work independently and manage confidential information with tact and discretion; proficiency using digital resources including Outlook, Microsoft Word, Excel, database programs, and standard office equipment.
Preferred Qualifications Experience working in higher education within an academic environment; innovative, self‑starter, highly collaborative, adaptable to changing priorities and environments, responsive to feedback, and works well both independently and as part of a team; skilled at interacting with a variety of constituents/clients; experience with DEFINE, Workday business processes, DocuSign, and Smartsheet; familiarity with UT policies and procedures; knowledge of university resources and organizational structure; experience with the university’s Human Resources policies and procedures.
Salary Range $70,000 + depending on qualifications.
Working Conditions
Standard office conditions with repetitive keyboard use at a workstation.
May require additional hours during peak periods and special events.
Applicants must be legally authorized to work in the United States; position is not eligible for work‑visa sponsorship.
This is an Austin, TX‑based position.
Required Materials
Resume/CV
Three work references with contact information; at least one reference must be from a supervisor.
Letter of interest
Important Notes for Applicants Non‑current employees or contingent workers:
You will be prompted to submit your resume the first time you apply, then you can upload a new resume for subsequent applications. Additional required materials (letter of interest, references, etc.) will be uploaded in the application questions section. Ensure all required materials are uploaded before submitting; once submitted, changes cannot be made.
Current university employees and contingent workers:
Apply within Workday by searching for “Find UT Jobs.” Update your Professional Profile in your Worker Profile before applying. The application is one page and you will upload your resume and complete application questions to include additional required materials.
Employment Eligibility Regular staff who have been employed in their current position for at least six continuous months are eligible for openings recruited through University‑Wide or Open Recruiting. Staff who are promotion/transfer eligible may apply without supervisor approval.
Retirement Plan Eligibility Teacher Retirement System of Texas (TRS) applies if the position is at least 20 hours per week and at least 135 days in length.
Background Checks Criminal history background checks will be required for finalists under consideration.
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.
Pay Transparency The university will not discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. Employees who have access to compensation information as part of their essential job functions cannot disclose such information to individuals without access, unless in response to a formal complaint, investigation, or as required by law.
Employment Eligibility Verification Hired employees must complete the federal I‑9 form and present acceptable documents by the third day of employment. Failure to do so may result in loss of employment.
E‑Verify All new hires are subject to E‑Verify as of May 2015 (company ID 854197).
Compliance Employees may be required to report violations of Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act. The Clery Act requires disclosure of the annual security and fire safety report to prospective employees.
#J-18808-Ljbffr
The University of Texas at Austin .
Purpose The Office of the Executive Vice President and Provost seeks an Administrative Services Officer to provide financial and administrative support services to the portfolio of the Executive Vice President and Provost (EVPP). This position serves as the primary business point‑of‑contact for designated EVPP units, working closely with leadership, clients, and centralized teams to support operational success.
Responsibilities
Develop deep knowledge of the business needs of the assigned units; serve as primary point of contact for staff, faculty, and students for financial and administrative matters; research, evaluate, and resolve related issues; perform or delegate administrative processes needed for business operations, ensuring efficient operation and high‑quality customer service.
Using delegated authority and in compliance with policies/procedures, initiate, review, and approve personnel requests, purchases, payments, and expense authorizations for business operations; advise leadership and clients of relevant administrative policies.
Coordinate the production of administrative, financial, and gift reports in collaboration with centralized staff; assist leadership in drafting correspondence and collecting information; prepare invoices and collaborate with centralized staff to receive funds as needed.
Review monthly reconciliation of department/position cost centers against anticipated budgets; assist leadership with the development of annual budgets as assigned.
Coordinate operational aspects of the recruitment of faculty, administrator, staff, or student employees to support an exceptional candidate experience; arrange travel and communicate with candidates; initiate and monitor hiring, adjustments to appointments, and separation requests; assist with creating job descriptions and postings and managing positions; conduct onboarding and separation activities.
Maintain lists, spreadsheets, and documents; manage files in accordance with university record‑retention policies; serve as liaison to university and outside offices for administrative matters; ensure compliance and consistency with university, EVPP, and unit policies, procedures, and systems.
Provide backup/surge support for Academic Business Affairs colleagues; lead or participate in special projects; attend routine and ad hoc meetings; assess and recommend opportunities to improve processes and other related functions as assigned.
Required Qualifications Bachelor’s degree and eight years of responsible level experience in program management, administrative management, and/or financial management,
or
Master’s degree and six years of the above experience. Proven ability to prioritize responsibilities and manage concurrent projects while maintaining a high level of accuracy and attention to detail; ability to meet overlapping deadlines in a fast‑paced office environment; strong organizational, analytical, problem‑solving, critical‑thinking, interpersonal, oral communication, and writing skills; demonstrated experience providing exceptional customer service; ability to perform work independently and manage confidential information with tact and discretion; proficiency using digital resources including Outlook, Microsoft Word, Excel, database programs, and standard office equipment.
Preferred Qualifications Experience working in higher education within an academic environment; innovative, self‑starter, highly collaborative, adaptable to changing priorities and environments, responsive to feedback, and works well both independently and as part of a team; skilled at interacting with a variety of constituents/clients; experience with DEFINE, Workday business processes, DocuSign, and Smartsheet; familiarity with UT policies and procedures; knowledge of university resources and organizational structure; experience with the university’s Human Resources policies and procedures.
Salary Range $70,000 + depending on qualifications.
Working Conditions
Standard office conditions with repetitive keyboard use at a workstation.
May require additional hours during peak periods and special events.
Applicants must be legally authorized to work in the United States; position is not eligible for work‑visa sponsorship.
This is an Austin, TX‑based position.
Required Materials
Resume/CV
Three work references with contact information; at least one reference must be from a supervisor.
Letter of interest
Important Notes for Applicants Non‑current employees or contingent workers:
You will be prompted to submit your resume the first time you apply, then you can upload a new resume for subsequent applications. Additional required materials (letter of interest, references, etc.) will be uploaded in the application questions section. Ensure all required materials are uploaded before submitting; once submitted, changes cannot be made.
Current university employees and contingent workers:
Apply within Workday by searching for “Find UT Jobs.” Update your Professional Profile in your Worker Profile before applying. The application is one page and you will upload your resume and complete application questions to include additional required materials.
Employment Eligibility Regular staff who have been employed in their current position for at least six continuous months are eligible for openings recruited through University‑Wide or Open Recruiting. Staff who are promotion/transfer eligible may apply without supervisor approval.
Retirement Plan Eligibility Teacher Retirement System of Texas (TRS) applies if the position is at least 20 hours per week and at least 135 days in length.
Background Checks Criminal history background checks will be required for finalists under consideration.
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.
Pay Transparency The university will not discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. Employees who have access to compensation information as part of their essential job functions cannot disclose such information to individuals without access, unless in response to a formal complaint, investigation, or as required by law.
Employment Eligibility Verification Hired employees must complete the federal I‑9 form and present acceptable documents by the third day of employment. Failure to do so may result in loss of employment.
E‑Verify All new hires are subject to E‑Verify as of May 2015 (company ID 854197).
Compliance Employees may be required to report violations of Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act. The Clery Act requires disclosure of the annual security and fire safety report to prospective employees.
#J-18808-Ljbffr