Administrative Services Officer, Interdisciplinary School for Engagement

Job Summary

The Administrative Services Officer (ASO) ensures efficient departmental operations by managing administrative, financial, and coordination tasks. The ASO provides high-level staff support, exercises independent judgment, and follows established policies to complete assignments.

Core Responsibilities

1. Oversees daily operations to ensure efficiency. Optimizes workflows and improves processes. Coordinates with university stakeholders to achieve department or college goals. Uses independent judgment to make decisions.
2. Works closely with faculty from different programs housed in the school and supports them administratively. Serves as the point of contact for students and other external stakeholders.
3. Collaborates with People Excellence and supports HR tasks. Handles recruitment and onboarding. Enters employee data into PeopleSoft on schedule. Meets deadlines from university stakeholders.
4. Acts as the liaison to coordinate information flow. Improves employee awareness and engagement with clear communication.
5. Supports departmental or college projects as the administrative contact. Tracks timelines and expenditures. Verifies documentation, coordinates class scheduling and ensures projects are completed on time.
6. Supervises support staff, as well as work studies, and provides guidance on complex issues. Focuses on employee development through training and reviews. Ensures staff meet deadlines and follow procedures.
7. Manages fiscal activities, including account reconciliation and cost analysis. Helps plan budgets. Monitors expenses and processes invoices. Prepares financial reports with the finance department.
8. Manages schedules and calendars. Organizes meetings, appointments, and travel for senior staff.
9. Prepares and edits reports, presentations, and documents for senior staff. Ensures materials are accurate and professional for executive review and decision-making.
10. Performs other duties as assigned.

Required Qualifications

• High School Diploma.
• Seven (7) years of related work experience.
• This position requires the ability to maintain the security and integrity of UT San Antonio and its infrastructure.

Preferred Qualifications

• Experience in higher education.
• Experience serving in similar capacities.
• Experience with UT San Antonio systems and processes.

Knowledge, Skills, and Abilities

• Microsoft Office Suite
• Documentation & Records Management
• Data Entry
• Call Management
• Calendar Management
• Customer Service Management
• Database Management
• Business Process Improvement
• Active Listening