Job Details

Front Office Coordinator

The purpose of the ASE Front Office Coordinator is to provide advanced front-office and administrative support for the daily operations of the ASE Department. This role delivers high-quality customer service to ASE faculty, staff, and students while ensuring an efficient, professional, and welcoming office environment.

Responsibilities include managing the department's front reception area, sorting incoming mail, greeting and welcoming visitors, answering multi-line telephone, providing information and resources to faculty, students, staff, and guests. Distributing and ordering parking passes for official visitors, ordering office supplies for department staff, and managing keys for locked department rooms. Assisting with poster printing requests and copy requests. Scanning and archiving of departmental records, photographs, CIS surveys, etc. Managing department kitchen and supplies. Managing the Chair's calendar.

Additionally, managing the department's shipping & receiving operations, ensuring quality customer service to all departmental constituents. Ensuring proper handling of hazardous chemicals or materials. Creating receipts within UT Market and keeping an accurate inventory of received packages. Developing processes in collaboration with the department's procurement and payments team to ensure accurate billing. Working with vendors, Central Distribution Services, and delivery service companies to resolve shipping errors. Managing student workers supporting receiving.

Serving as the department's inventory coordinator, including tagging new equipment, performing the annual inventory audit, completing the annual certification, and ensuring that the department's inventory records are accurate. Assisting the Director with faculty reviews, peer teaching observations, promotion and tenure, faculty awards, and faculty recruiting. Assisting department faculty, students and staff with outgoing shipments. Providing administrative support to the Department Chair and Director for special projects and initiatives. Providing administrative and logistical support for events as needed. Other related functions as assigned.

Required qualifications include a high school diploma and 5 years of clerical experience. Customer service, or related experience. Excellent verbal and written communication skills. Proficiency with Microsoft Office programs. Outstanding organizational skills, attentiveness to detail, and time-management skills. Demonstrated ability and willingness to work as a team member and independently. Ability to effectively manage a high volume of work. Relevant education and experience may be substituted as appropriate.

Preferred qualifications include a bachelor's degree in a related field, more than a year of experience as an Administrative Assistant, experience working in an academic environment, and experience with University of Texas policies, procedures and administrative systems.

Salary range is $45,000+ depending upon qualifications.

Working conditions may include working around standard office conditions, repetitive use of a keyboard at a workstation, use of manual dexterity, lifting and moving standard office files and supplies, wearing appropriate office attire, and work hours may include occasional evenings, and weekends during peak periods to meet deadlines.