Administrative Program Coordinator, Business Services, Moody College of Communication

Overview

Job Posting

Title:

Administrative Program Coordinator, Business Services, 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: UT Main Campus

Purpose

Provide key administrative support to the Moody College UT in Los Angeles (UTLA) and UT in New York (UTNY) programs. This position requires initiative and judgment, experience with University of Texas at Austin accounting and purchasing systems, strong customer service skills, and time management. The role supports a team of business professionals across the College, including centers and institutes.

• Process all types of payment documents, including entertainment and travel reimbursements, Pro Card payments, purchasing payments and contractor payments. Create authorizations for entertainment, contractors, and travel. Create purchase orders and contracts as requested. Manage Space Use contracts. Ensure compliance with UT and Moody College policies and procedures. Other related administrative duties as needed.
• Process and monitor all student billing for the UTLA and UTNY programs to ensure payments have been made and the programs have received all promised payments. Prepare reports on student billing as requested.
• Process all scholarships for the UTLA and UTNY programs and coordinate with the senior program coordinators of each program to ensure all scholarships have been awarded. Monitor scholarship accounts to ensure funding availability, verify correct account usage, and provide reporting as requested.
• Maintain accounts for the UTLA and UTNY programs. Monitor accounts, process account transfers as needed to ensure funding. Ensure all expenditures comply with fund rules. Provide reporting as requested.
• Serve as administrative point person for UTLA and UTNY staff. Ensure employee compliance with Pro Cards, Travel, and Entertainment cards. Ensure compliance with UT and Moody College policies and procedures.
• Reconcile transactions monthly for all UTLA and UTNY accounts. Prepare monthly financial reports for all UTLA and UTNY accounts according to Moody College Business Services format. Create and distribute reports as needed.
• Document program standard operating procedures, ensure communication to stakeholders and departments, ensure easy access to program information. Develop metrics to measure program success through adherence to scope, timeliness, budget maintenance, and forecasting. Perform research and develop graphs, charts, spreadsheets, correspondence, reports, and presentation materials, as requested.
• Other duties as assigned.

• Bachelor's Degree and three years of accounting and clerical experience, including at least two years at the Administrative Program Coordinator level (or similar title), or a high school diploma or GED and five years of accounting and clerical experience, including at least one year at the Administrative Program Coordinator level (or similar title).
• Working knowledge of Microsoft Word, Excel, and PowerPoint. Proficient in Excel.
• Demonstrated ability to meet deadlines and to identify, organize, and complete tasks independently and in a team environment.
• Ability to interact professionally, both in written and verbal communication, with management and administrators.
• Experience reconciling accounts and preparing financial reports.
• Ability to effectively communicate financial information to individuals at all levels.
• Demonstrated attention to detail.

Relevant education and experience may be substituted as appropriate.

• More than five years of accounting and clerical experience.
• Working knowledge of UT Accounting, DEFINE, Procards, Purchase Orders, Contracts+, Request System, Point Plus, UT Market, MS Suite, and IF2 reporting.
• Demonstrated experience with the University of Texas payment processing, financial systems, and accounting procedures.

$55,000 + depending on qualifications

• Hybrid work arrangements are available, subject to continued…