Administrative Specialist - University Police

Minimum Qualifications:

Bachelor's Degree or equivalent and two years of related experience.

Preferred Qualifications:

Current working experience in:

• PeopleSoft HCM and FMS

• Kronos timekeeper

• Leave management and WCI.

• Technologies to improve efficiencies and processes.

• MS Office – Teams, Copilot, Outlook, Calendar, Excel, and Access

• Power BI

Job Description:

To provide professional and administrative coordination of human resource and financial management activities.

Job Duties:

Human Resources:

• Submit HCM transactions – Reports to, Position change, department budget requests, salary change, and additional pay.

• Assist with managing and tracking WCI and leave – FML, Accommodations, LOA

• Maintain reports to track reporting changes, sourcing, and leave.

• Acts as liaison between the Police Department and Human Resources.

Budget:

Assist in the monthly reconciliation of purchase orders and vouchers against the financials.

Purchasing:

• Process and track department purchases to include blanket orders.

• Update and maintain the department purchase spreadsheet.

• Problem-solve and resolve any purchasing issues.

PeopleSoft:

-AP:

Process and track department invoices and PO vouchers.

-Travel & Expense:

Arrange travel and enter information in PeopleSoft to process employee reimbursements and check requests, ensuring compliance with institutional policies and procedures.

-Payroll:

• Manages and processes time to include on-call pay, floats, and sign-off.

• Acts as backup timekeeper

• Creates and maintains the department master schedule.

Administrative:

• Support the Chief of Police with scheduling meetings and maintaining calendar.

• Prepare general correspondence.

• Prepare and maintain monthly reports and projects.

• Process improvement

• Coordinate department events.

• Adheres to internal controls and reporting structure.

• Performs related duties as required.

Knowledge/Skills/Abilities:

• MS Office Suite – Teams, Copilot, Outlook, Calendar, Excel, and Access

• OneNote

• Proactive

• Professional

• Organized

• Meticulous

• Strong written and verbal communication skills.

• Multi-task and prioritize.

Working Environment/Equipment:

This position works Monday – Friday, 8:00 AM – 5:00 PM. The job may occasionally require after-hours and/or weekend work, as well as overtime. Some occasional remote work is possible upon completion of training and coordination with the manager.

Salary Range:

$50,160 - $62,700 Annually, actual salary commensurate with experience.

Equal Employment Opportunity

UTMB Health strives to provide equal opportunity employment without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, genetic information, disability, veteran status, or any other basis protected by institutional policy or by federal, state or local laws unless such distinction is required by law. As a Federal Contractor, UTMB Health takes affirmative action to hire and advance protected veterans and individuals with disabilities.