Senior Administrative Coordinator - Institute of Molecular Medicine (Finance)
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:
- 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.
- Database experience, project coordination & java experience is preferred.
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 ยง 51.215
Residency Requirement:
Employees must permanently reside and work in the State of Texas.
