University of Texas at Dallas Looking for Business Administrator at Richardson, TX  Full Time

Posting Number S05716P Position Title Business Administrator Functional Title VDC Business Administrator Department Innovation & Commercialization Salary Range up to $68,000, DOQ Pay Basis Monthly Position Status Regular full-time Location Richardson Position End Date (if temporary) Posting Open Date 06/07/2024 Posting Close Date 06/14/2024 Open Until Filled No Desired Start Date 07/01/2024 Job Summary

The UT Dallas Office of Technology Commercialization (OTC) is seeking a qualified candidate to perform a broad spectrum of tasks related to the management and operations of the Venture Development Center (VDC), UTD’s startup incubator facility. Responsibilities include, but are not limited to:

• Act as the primary point of contact for all internal and external stakeholders on matters related to the VDC.
• Review new company applications to the VDC, interview prospective tenants, assess qualifications and fit, and make an admittance recommendation.
• Manage and oversee VDC space allocation and utilization.
• Prepare various agreements including VDC license agreements, amendments, terminations, etc., review for accuracy, completeness, and compliance with University/System policies and guidelines, route through the signature process, and track same.
• Process Comet Card requests, network access requests, physical access requests (keys and Comet Card access), terminations, etc., and track same.
• Maintain tracking of relevant data, performance, and budget metrics; prepare reports/summaries/analyses on VDC activity as requested; utilize various office systems/databases to maintain accurate and up-to-date records.
• Liaise and coordinate with various UTD departments including Police (access control and security), Custodial (cleaning), Institutional Risk and Safety (safety, chemical disposal, licensee conformance to UTD insurance requirements), Facilities Management (work orders), etc.
• Liaise and coordinate with various external vendors related to equipment and facilities maintenance, chemical disposal, etc. and process invoices/contracts related thereto.
• Coordinate/interact closely with adjacent ORI offices and spaces, including the Richardson IQ Research Centers, IIE/Blackstone Launchpad, Finance, Post Award Management, Economic Development, etc.
• Develop and implement standard operating procedures (SOPs), process workflows and tracking mechanisms, documentation, and training programs. Under the guidance of the OTC Senior Director, evaluate and implement robust software systems (e.g. CRM, database, etc.) to improve operational efficiency, reporting capability, and quality of service delivered to VDC tenants.

Minimum Education and Experience

• Bachelor’s degree; and
• Three to five years of experience performing administrative duties with two of these years in a position with unit-wide scope; and
• One to three years of supervisory experience; and
• One to three years administrative experience in higher education.
• An equivalent level of relevant education and experience may be considered.

Preferred Education and Experience

The ideal candidate will have at least 2-3 years of prior experience in office/facilities management support in a research administration and/or higher education startup incubator context.

• Excellent verbal communication skills.
• Effective writing skills (including excellent proofreading, spelling, grammar, and punctuation).
• Excellent interpersonal and communication skills, especially in constructing email communications with internal and external stakeholders.
• Extreme attention to detail and exceptional organizational skills.
• Demonstrated ability to work within a community and maintain effective working relationships at all levels in the organization.
• Demonstrated ability to work under pressure and to meet inflexible deadlines on their own initiative.
• Proficient computer skills including the Microsoft Office Suite.
• Strong decision-making skills; ability to independently analyze and resolve complex problems via examination of established protocols.
• Ability to maintain confidentiality and exercise appropriate discretion with information.

Essential Duties and Responsibilities

Develop a thorough understanding of the VDC’s operational processes, policies, and management systems sufficient to navigate and perform all operations as required by the OTC.

• Act as the primary point of contact for all internal and external stakeholders on matters related to the VDC.
• Review new company applications to the VDC, interview prospective tenants, assess qualifications and fit, and make an admittance recommendation.
• Manage and oversee VDC space allocation and utilization.
• Prepare various agreements including VDC license agreements, amendments, terminations, etc. using approved templates, review for accuracy, completeness, and compliance with University/System policies and guidelines, route through the signature process, and track same.
• Process Comet Card requests, network access requests, physical access requests (keys and Comet Card access), terminations, etc., and track same.
• Maintain tracking of relevant data, performance, and budget metrics; prepare reports/summaries/analyses on VDC activity as requested; utilize various office systems/databases to maintain accurate and up-to-date records.
• Liaise and coordinate with various UTD departments including Police (access control and security), Custodial (cleaning), Institutional Risk and Safety (safety, chemical disposal, licensee conformance to UTD insurance requirements), Facilities Management (work orders), etc.
• Liaise and coordinate with various external vendors related to equipment and facilities maintenance, chemical disposal, etc. and process invoices/contracts related thereto.
• Coordinate/interact closely with adjacent ORI offices and spaces, including the Richardson IQ Research Centers, IIE/Blackstone Launchpad, Finance, Post Award Management, Economic Development, etc.
• Develop and implement standard operating procedures (SOPs), process workflows and tracking mechanisms, documentation, and training programs. Under the guidance of the OTC Senior Director, evaluate and implement robust software systems (e.g. CRM, database, etc.) to improve operational efficiency, reporting capability, and quality of service delivered to VDC tenants.
• Engage in networking and outreach to recruit new startup companies to the VDC and to connect existing VDC companies with other companies, service providers, mentors, UTD departments and researchers, and others which may be beneficial and/or synergistic.
• Oversee the redesign and updating of the VDC website and prepare related marketing materials.
• Oversee the conference room scheduling system.
• Manage the stocking of breakroom supplies, office supplies, and equipment, etc.
• Oversee mail and package delivery.
• Coordinate/host various events.
• Manage student workers and/or direct reports.
• Support various OTC initiatives, projects, and programs, and other duties as assigned.

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