Administrative Coordinator II

Job Summary:Provides highly skilled administrative operations in an executive office. Manages the preparation of high priority and sensitive materials; exercises independent judgement in a wide variety of routine and complex office decisions related to university research and sponsored programs.This position will report to the Assistant VP of Research Administration and Sponsored Programs.Essential Job Functions1. Office Operations & Administrative Support·Within the Division of Research & Development, assists the Research Administration & Sponsored Programs Office, and designated leadership, with daily office operations.Arranges appointments, manages calendars, and handles correspondence for ORSP leadership and key research personnel.Helps maintain various calendars for meetings, deadlines, training sessions, and events.Maintains records related to shared resources, coordinates facility needs, and supports related administrative logistics.Submits required reports to appropriate university units.2. Fiscal & Records ManagementMaintains and updates various administrative and fiscal records for office operating funds, research and sponsored project budgets, and related expenditures; prepares supporting documentation for reporting.Requisitions and maintains office supplies and materials.Routes invoices, payment requests, and related documents to accounting/accounts payable; tracks payment status and follows-up as needed.Process travel requisitions, authorizations, and vouchers for Division personnel.Performs basic accounting responsibilities.3. Grant SupportParticipates in standing grant services meetings to capture and calendar timelines for grant-related tasks assigned to personnel.Maintains the office’s sponsored projects and grant database.Track project and report deadlines, and prompts appropriate personnel responsible for completing/submitting project reports.4. Information, Outreach & EventsProvides accurate information about research administrative processes, policies, and services to university personnel and external entities, including messaging on newsletters, website, and emails.Assists with divisional events, workshops, and training activities as needed.Assists coordinating monthly faculty research seminars.5. Personnel & Student SupportProcess hiring, continuing employment, and related personnel documentation for office staff and student employees in accordance with university procedures.6. Technology & SystemsOperates computer systems with advanced proficiency in word processing, spreadsheets, databases, and university softwares used for research administration. |7. SafetyResponsible for personal safety and the safety of others using due caution to practice safe work habits at all times.Other duties may be assigned to this position on a regular or occasional basis to respond to the needs of the university. Expectation of Quality: Employee will support the mission of Sul Ross State University by providing high-quality, professional services, timely responses, and solutions to customer requests. Key Competencies: (Knowledge Skills and Abilities)Intermediate to high intuitive level software skills, intermediate skills in Microsoft Word, Excel, Adobe, etc… Attention to details, highly organized, critical thinking and multitasking ability. Preferred: Word processing, database, and spreadsheet computer program skills. Physical Requirements: This position typically works in an office environment, requiring prolonged periods of sitting at a desk while using a computer. The role demands frequent use of hands and fingers to operate a keyboard, mouse, and other office equipment. Visual acuity is essential for reading and interpreting data on computer screens. Clear verbal communication skills are necessary for interacting with colleagues and employees. Additionally, the job may involve occasional mobility around the office and attending meetings, as well as frequent travel to attend off-site meetings and trainings. Working Conditions: Office conditions with some night and weekends required. Position is security sensitive. Security Sensitive:This position is classified as Security-Sensitive and is thereby subject to the provisions of Texas Education Code §51.215 and Texas Government Code §411.094, which authorize employers to obtain and review criminal history record information for applicants.Any qualifications to be considered in lieu of stated minimums require the prior approval of the Human Resources Director.