"Administrative Services Officer, Office of the President"

Position Information

The University of Texas at San Antonio (UT San Antonio) is a nationally recognized, top-tier public research university that unites the power of higher education, biomedical discovery and healthcare within one visionary institution. As the third-largest research university in Texas and a Carnegie R1-designated institution, UT San Antonio is a model of access and excellence — advancing knowledge, social mobility and public health across South Texas and beyond. UT San Antonio serves approximately 42,000 students in 320 academic programs spanning science, engineering, medicine, health, liberal arts, AI, cybersecurity, business, education and more. With 17,000 faculty and staff, UT San Antonio has also been recognized as a Top Employer in Texas by Forbes Magazine. Learn more online, on UT San Antonio Today or on X, Instagram, Facebook, YouTube or LinkedIn.

Salary Range: $54,000 - $62,000 annualized, commensurate with education, experience, and qualifications.

Job Type: Full Time

Posting Close Date: Applications will be accepted through 11:59 PM CDT on 03/31/2026. At the discretion of the hiring department, this posting may close once a sufficient number of qualified applications have been received.

Required Application Materials:

• Resume is required
• Cover Letter is preferred

Job Details

Job Summary

The Senior Administrative Officer provides high-level organizational, strategic, and operational support to executive staff and faculty to ensure efficient office and project management. This position handles a range of complex administrative, financial, and coordination tasks, exercising independent judgment within established policies. The Senior Administrative Officer acts as the primary liaison for internal and external stakeholders to achieve project and communication objectives.

Core Responsibilities

1. Oversees daily executive operations by defining strategic processes, allocating resources efficiently, streamlining procedures, and tracking performance metrics to support department objectives.
2. Provides day-to-day coordination of administrative functions, including aligning workflows across team members and supporting front desk operations (via student workers) as needed.
3. Supports executive operations selectively, including calendar coordination, materials preparation, and meeting logistics for priority needs.
4. Manages executive calendars by assessing meeting priorities, resolving scheduling conflicts, and coordinating all meeting logistics to maximize efficiency.
5. Serves as the primary point of contact for executive and staff inquiries, coordinates interdepartmental communication, and assesses incoming information to ensure appropriate professional responses.
6. Supports executives with special projects by organizing administrative requirements, monitoring milestones, and ensuring project timelines are followed.
7. Collaborates with People Excellence to execute senior HR assignments, coordinate onboarding schedules, arrange team logistics, and manage HR communications for senior leaders.
8. Supervises support staff by resolving administrative concerns, interpreting relevant policies, analyzing workloads, and assigning tasks to meet deadlines efficiently.
9. Supports fiscal operations for the Office of the President, including budget tracking, reconciliation, and routine financial reporting; flags variances and escalates issues as appropriate to Senior Director of Administration and Operations.
10. Coordinates financial transactions and documentation, including invoices, reimbursements, procurement, and expense tracking; ensures accuracy, timeliness, and compliance with university processes.
11. Tracks departmental expenditures, reviews spending patterns for discrepancies, and reports financial findings and recommendations promptly to leadership.
12. Drafts, revises, and distributes executive reports and presentations, ensuring that information is accurate and tailored to each audience.
13. Maintains organized records, documentation, and compliance standards for financial and operational activities.
14. Performs other duties as assigned.

Required Qualifications

• Bachelor's degree in related field.
• Five (5) 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 working in higher education.

Knowledge, Skills, and Abilities

• Microsoft Office Suite
• Documentation & Records Management
• Call Management
• Calendar Management
• Customer Service Management
• Database Management
• Business Process Improvement
• Active Listening
• Confidentiality
• Financial Coordination & Reporting: Ability to track budgets, perform reconciliations, and support routine financial reporting with strong attention to detail
• Operational Execution: Ability to implement processes, manage workflows, and ensure consistent execution across administrative functions
• Project & Task Management: Strong organizational skills with ability to manage multiple priorities, track progress, and meet deadlines
• Attention to Detail & Accuracy: High level of precision in managing financial data, documentation, and administrative processes

Working Conditions

• Office environment
• Workdays, areas, and work hours may vary based on the needs of the department
• Ability to travel to and from meetings, training sessions or other business-related events.

Physical Demands

• Sedentary work; sitting most of the time. Jobs are sedentary, if walking and standing are required, only occasionally.
• Sedentary: Up to 10lbs - Ability to exert up to 10 pounds of force to lift, carry, push, pull or otherwise move objects.

This position will work primarily on campus. Travel and parking expenses are the employee's responsibility.

This position is contingent upon a successful background check. Verification of a valid driver's license and Motor Vehicle Record (MVR) may be completed as applicable. Applicants selected must be able to show proof of eligibility to work in the United States by time of hire.