Administrative Coordinator II

Primary Responsibilities
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 Functions 1. 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 Management Maintains 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 Support Participates in standing grant services meetings to capture and calendar timelines for grant-related tasks assigned to personnel. Maintains the offices sponsored projects and grant database. Track project and report deadlines and prompts appropriate personnel responsible for completing/submitting project reports. 4. Information Outreach & Events Provides 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 Support Process hiring continuing employment and related personnel documentation for office staff and student employees in accordance with university procedures. 6. Technology & Systems Operates computer systems with advanced proficiency in word processing spreadsheets databases and university softwares used for research administration. 7. Safety Responsible 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.

Other Information
Texas Law requires a 60 day waiting period before new state employees are eligible to enroll in health insurance. An Equal Opportunity/Affirmative Action Employer It is the policy of Sul Ross State University to provide equal employment opportunity for all persons in accordance with their individual job related qualifications and without consideration of race creed color sex religion age national origin disability sexual orientation gender identity veteran status and ancestry. Equal employment opportunities shall be afforded in all personnel actions or decisions including but not necessarily limited to recruitment hiring training upgrading promotion demotion termination and salary. Retaliation is prohibited against a person who opposes a discriminatory practice files a charge testifies assists or participates in an investigative proceeding or hearing. Notice of Availability of the Annual Security & Fire Safety Report The Annual Security & Fire Safety Report is available online at The report contains information regarding campus safety and security including topics such as: campus law enforcement authority; crime reporting policies; campus alerts (Timely Warnings and Emergency Notifications); fire safety policies and procedures; programs to prevent dating violence domestic violence sexual assault and stalking; the procedures the University will follow when one of these crimes is reported; and other matters of importance related to security on campus. The report also contains information about crime statistics for the three most recent calendar years concerning reported crimes that occurred on campus; in On-Campus Student Housing Facilities; in Non-campus buildings or property owned or controlled by the University or a recognized student organization; and on public property within or immediately adjacent to and accessible from the campus. The report also contains fire statistics for any fires occurring in an On-Campus Student Housing Facility during the three most recent calendar years. A paper copy of the report will be provided upon request. If you would like to receive a paper copy you can contact the Office of Student Life located on the Alpine Campus in the Morgan University Center Room 211 or you can request that a copy be mailed to you by calling or emailing

Required Experience:

IC