Office and Operations Coordinator, UTNY, Moody College of Communication

Job Posting Title:

Office and Operations Coordinator, UTNY, Moody College of Communication

----

Hiring Department:

Moody College of Communication

----

Position Open To:

All Applicants

----

Weekly Scheduled Hours:

40

----

FLSA Status:

Exempt

----

Earliest Start Date:

Immediately

----

Position Duration:

Expected to Continue

----

Location:

NEW YORK, NY

----

Job Details:

General Notes

This position is located in New York City. Must be available to work on-site, full-time, 5 days per week at the UTNY Center located at 28 W 44th St in Midtown Manhattan. Applicants must be authorized to work in the United States.

Purpose

The Office and Operations Manager supports the day-to-day functioning of the UTNY Center. Core responsibilities are in the areas of operations, program administration, event-planning, and facilities management. This role will involve close collaboration with students, alumni, faculty, outside guests, vendors, and UT staff located in Austin, TX as well as the team at the UTNY Center. 

Responsibilities

Facilities and Operations

• Operational support in assistance of program leadership

• Troubleshoot any facilities-related issues and oversee relationship with building management

• Track and replenish office/pantry supplies; monitor and purchase student snacks; order food and manage setup and breakdown of on-site events

• Manage outside vendor relationships with cleaning, water delivery, special events, and other professional services

• Collaborate with Austin-based financial services staff on billing, receivables and pro card and student travel card purchases

• Serve as point of contact and coordinator for UT Austin staff and faculty

• Greet and provide tours to students, families, potential donors, campus colleagues and other guests who stop by UTNY with or without notice 

• Manage student rental of clothing from the UTNY Outpost

• Conduct light cleaning (e.g., wipe down surfaces, load dishwasher)

• Troubleshoot technology issues and coordinate solutions with UT Austin based IT staff

• Work with UT Austin staff to coordinate shipping and ordering of printing jobs, HR paperwork, and student certificates of completion

• Manage on-site technical equipment, training faculty and ensuring classrooms and fully functional

• Code and distribute access cards for students, faculty and staff

• Responsible for opening and closing the UTNY Center and managing security system processes and procedures

Assist with events, data tracking, and information management

• Purchase tickets for student activities and events, and oversee billing associated with those purchases

• Coordinate on-site events, including those of external groups and any UTNY on-site events (e.g., speaker panels, networking events, career fairs)

• Correspond with outside vendors to coordinate quotes and payment

• Report creation and simple data analysis

• Maintain and update alumni tracker

• Post information regarding early career job opportunities for alumni

• Oversee Airtable databases

• Input and format information regarding available internships (roundups and partnerships)

• Update Canvas page

• Other duties as assigned

Required Qualifications

• Bachelor’s degree

• 5 years of experience in managing office functions

• Extremely organized with strong written and verbal communications skills

• Able to work closely with different departmental stakeholders to drive success

• Experience with project management

• Resourceful team player

• Detail oriented, approachable and passionate about assisting students

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Organized Communicator: Extremely organized with strong written, verbal, and interpersonal communication skills.

• Collaborative Partner: Able to work closely with different departmental stakeholders to drive success.

• Effective Project Manager: Capable of managing multiple projects simultaneously and maintaining clear communication with managers regarding project status.

• Detail-Oriented Professional: Meticulous and committed to delivering high-quality work.

• Technologically Proficient: Comfortable with new technology and adept at using software to enhance efficiency.

• Proactive Learner: Eager to learn and grow continuously.

• Spreadsheet Enthusiast: Skilled in Excel and Airtable, with the ability to organize both micro and macro projects.

• Student Success Champion: Positive and dedicated to helping students succeed.

• Office Suite Expert: Proficient in Microsoft Office Suite and Google Docs, with a bonus for familiarity with Airtable and Canvas.

Salary Range

$60,000+ depending on qualifications

Working Conditions

Typical Office Environment

Work Shift

To be arranged with supervisor. The facility is open Monday-Friday, 9am-6pm. Occasional evening or weekend work may be required.

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 that ALL Required 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 questions presented 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) [PDF]
• E-Verify Poster (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.