Administrative Coordinator

The Administrative Coordinator provides support to the College of Law Business Office making the entire operation more effective and efficient. The AC supports the Business Office by entering Accounts Payable, Receivables, Travel, and other related transactions into the university ERP system. This position is also responsible for many HR/Financial functions for the college including student hiring, ERP transactions, bi-weekly payroll, and labor distribution changes. This position may supervise college student workers.

Business Office Administrative Duties:

• Support the College of Law Business Office making the entire operation more effective and efficient. They will accomplish this by performing complex administrative services and diversified tasks
• Responsible for answering all general business office phone calls and monitoring the general business office email account
• Provides front-desk customer service to students, faculty, staff, and law school visitors
• Initiating and composing correspondence, compiles data, and prepares reports for the department, entering information into the ERP system for accounts payable, receivables, travel and other related business transactions of the college.
• Responsible for requesting and returning building keys, managing office moves, and purchasing general office supplies, books, name badges, computer equipment, distributing mail, maintenance requests and other necessary office items
• Identify and count items going to surplus, submit forms and coordinate the pick up of items
• Audit and reconcile monthly postage and copier charges by reviewing reports from the UT Postal Services and Convenience Copier and comparing to college records.
Responsible for procurement card transactions and the audit and reconciliation process.

Business Office Human Resources Duties:

• Assist the HR coordinator with processing of HR transactions into the ERP system to include position changes, salary changes, personnel changes, and terminations
• Work with confidential and time-sensitive information.
• Communicate and deliver training to all new hires in regard to employment paperwork completion and will process I-9 verifications for student assistants.
• Enter students in the college portal and train students on time entry process.
• Audit time reported in the Law portal for all staff, administrators, student employees, and student actors for accuracy, complete timely and accurate time entry in ERP system and verify supervisor approval for all student hours
• Complete additional payments for staff or students where necessary
Track Graduate student hours in the college portal to ensure compliance for the total required hours per year

Business Office Financial Duties:

• Ensure all staff and students have a proper labor distribution in place by running multiple reports in ERP system each week
• Create and manage all labor distributions to include labor schedules and pay elements in ERP system for staff and students to ensure proper payroll distribution occurs for each assignment

Work Experience:

• Experience with an emphasis on oral and written communication, events planning, office management, public relations, and intermediate computer skills preferred.
• Must have excellent written, verbal, organization, critical thinking and customer-service skills
• Strong data entry and word processing skills and attention to detail required
• Knowledge and experience using Microsoft Office (Word, Excel, Outlook) and database programs required
• Mature judgment, confidentiality, accuracy, close attention to detail, and the ability to work successfully in a team-oriented environment
Must be a motivated, self-starter, able to tackle complex projects with minimal supervision

Required:

• Education: Associate’s degree

• Experience: 2+ years of work experience OR an equivalent combination of education and experience

• Knowledge, Skills, Abilities: Working knowledge of Microsoft Office & Adobe Suite
  

Preferred:

• Education: Bachelor's Degree
• Experience: 1+ years of work experience OR an equivalent combination of education and experience
• Knowledge, Skills, Abilities: Experience with ERP/SAP systems is preferred