Posted: Nov 27, 2024

Project Specialist/Coordinator, Student Affairs

University of Texas at San Antonio - San Antonio, TX

Application Deadline: N/A

Location: San Antonio, TX

Regular/Temporary: Regular

Job ID: 12779

Full/Part Time: Full Time

Org Marketing Statement

The University of Texas at San Antonio is a Tier One research university and a Hispanic Serving Institution specializing in cybersecurity, health, fundamental futures, and social-economic transformation. With more than 35,000 students, it is the largest university in the San Antonio region. UTSA advances knowledge through research and discovery, teaching and learning, community engagement and public service, and with an intentional focus on career readiness the university produces more graduates for the workforce than any other institution in the region. It is a catalyst for socioeconomic development and the commercialization of intellectual property — for Texas, the nation and the world. UTSA has been recognized as a Top Employer in Texas by Forbes Magazine. Learn more https://www.utsa.edu/, on https://www.utsa.edu/today/ or on https://twitter.com/utsa, https://www.instagram.com/utsa/, https://www.facebook.com/utsa, https://www.youtube.com/user/utsaor https://www.linkedin.com/school/the-university-of-texas-at-san-antonio/?lipi=urn%3Ali%3Apage%3Ad_flagship3_university_admin%3BFcmdPCevQ7ebJE1xpIJlRw%3D%3D.

In 2024, the https://www.utsa.edu/today/2024/08/story/utsa-and-ut-health-san-antonio-merger-announced.html authorized UT System to begin integrating UTSA and UT Health San Antonio into one unified institution, establishing a world-class university that integrates academic, research, and clinical excellence to build a profoundly impactful university of the future. Driven by a vision for growth and impact, this merger will expand capacity to offer robust undergraduate and graduate programs, attract top-tier faculty and staff, develop innovative initiatives, and elevate transdisciplinary research to address the evolving needs of the region.

Posting End Date: Applications will be accepted through 11:59 PM CDT on 12/03/2024. At the discretion of the hiring department, this position posting may close once a sufficient number of qualified applications have been received.

Salary Range: Up to $47,000 annualized, commensurate with education, experience and qualifications.

Hours:

Project Specialist: up to 40 hours per week, non-exempt.

Project Coordinator: up to 40 hours per week, exempt.

Required Application Materials:

• Resume is required.
• Cover letter is preferred.

Essential Functions

Job Summary

Project Specialist and Project Coordinator

Function: To assist in coordinating programs and projects within Student Affairs.

Scope: Responsible for providing administrative support to the Student Affairs Administration/Dean of Students office and implements departmental events, activities and projects, maintains administrative operations and supports communications efforts. Provides training and organizational strategies for all administrative support staff in Student Affairs. Makes complex administrative decisions requiring a knowledge of policies and procedures. Performs a variety of tasks often of a sensitive and confidential nature amid changing priorities and deadlines.

Core Responsibilities

Project Specialist

Typical:

• Provides administrative assistance to office staff and supports divisional initiatives such as streamlining and organizing divisional administrative processes and office procedures
• Coordinates the work schedules, training, and tasking for student employees within Student Affairs
• Responsible for the planning and implementation of programs, events and services for families of current students with the Direct for Communications and Administration.
• Implements strategic plans for growth of the Family Association membership, communications, and programs and events.
• Provides oversight to Family Association expenditures, including the processing of fund distributions for the Family Fund Grant and the Parent Council Endowment Scholarship.
• Performs edits to websites, content calendars and prepares family email communications.
• Interacts with university departments, special groups and external agencies to coordinate resources and communicate/market programs.
• Serves as front office point of contact for students, staff, faculty and guests.
• Assists with maintaining departmental e-mails and responds timely to information requests.
• Handles purchasing and payment processes for Student Affairs memberships and services, including use of OneCard.
• Approves student employee timesheets and tracks work study funds.
• Performs other duties as assigned.
Project Coordinator

Typical:

• Leads Administrative team focused on streamlining and organizing divisional administrative processes and office procedures.
• Manages the work schedules and tasking for student employees within Student Affairs.
• Develops and implements ongoing training for front desk student employees.
• Develop and implement programs, events and services for families of current students with the Director for Communications and Administration.
• Implements strategic plans for growth of the Family Association membership, communications, and programs and events.
• Provides oversight to Family Association expenditures, including the processing of fund distributions for the Family Fund Grant and the Parent Council Endowment Scholarship.
• Provides administrative assistance to office staff and supports divisional initiatives.
• Performs edits to websites, content calendars and prepares family email communications.
• Assists with the planning, coordination and implementation of events and projects.
• Schedules and coordinates activities in assigned programs and projects. Researches new project ideas.
• Interacts with university departments, special groups and external agencies to coordinate resources and communicate/market programs.
• Serves as front office point of contact for students, staff, faculty and guests.
• Maintains departmental e-mails and responds timely to information requests.
• Assists with communications for divisional efforts in the Salesforce platform, as needed.
• Handles purchasing and payment processes for memberships and services, including use of OneCard.
• Approves student employee timesheets and tracks work study funds.
• Performs other duties as assigned.
Project Specialist and Project Coordinator

Periodic:

• Assists with scheduling Student Affairs meetings throughout the division as needed.
• Handles purchasing and payment processing for office supplies, special events supplies, meals and entertainment, and conference registrations as needed.
• Receives and tracks documents from Student Affairs departments, screens incoming and outgoing documents for completeness, and routes appropriately for final processing.
• Handles travel arrangements and reimbursements for Student Affairs office staff as needed.
Required Qualifications

Project Specialist

• Bachelor's Degree in a related field.

• Additional experience can substitute for education.

• Demonstrated independent decision-making and problem-solving ability.
• Excellent verbal and written communication skills.
• Proficient in Microsoft Office Suite.

Project Coordinator

• Bachelor's degree from an accredited institution.
• Five (5) years of experience in planning or a related business field.
• Proficient in Microsoft Office Suite.

Additional Information

• UTSA is a tobacco free campus.
• This is a security sensitive position. Employment is contingent upon a successful background check.
• Applicants selected must be able to show proof of eligibility to work in the United States by time of hire.
• Valid driver's license and Motor Vehicle Record (MVR) as applicable.

Working Conditions

• Office environment.
• Ability to travel to and from meetings, training sessions, or other business-related events.
• Occasional after-hours and weekend work or overtime may be required.

Physical Demands:

• Sedentary work; sitting most of the time. Jobs are sedentary if walking and standing are required, only occasionally.
• Exerts up to 10 lbs. of force occasionally.

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

Equal Employment Opportunity

As an equal employment opportunity and affirmative action employer, it is the policy of The University of Texas at San Antonio to promote and ensure equal employment opportunity for all individuals regardless of race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability or genetic information, and veteran status. The University is committed to the Affirmative Action Program in compliance with all government requirements to ensure nondiscrimination. Women, minorities, people with disabilities and veterans are encouraged to apply. UTSA campuses are accessible to persons with disabilities.

To view the full job posting and apply for this position, go to https://apptrkr.com/5828949

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