Administrative Manager

Job Posting Title:

Administrative Manager

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Hiring Department:

Department of Social and Cultural Analysis

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt from FLSA

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

What benefits do I receive with UT? The university offers an impressive benefits package. For more details on benefits, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards

For more information about the College of Liberal Arts, please visit: https://liberalarts.utexas.edu/

Our college seeks to build a supportive, growth-minded community and cultivate outstanding and courageous leaders. For more information on the college staff leadership academy, please visit: https://liberalarts.utexas.edu/resources-for-faculty-staff/staff-leadership-academy/

For more information on college staff professional development, please visit:

https://wikis.utexas.edu/display/larc/Staff+Professional+Development+Fund

Purpose

Provide strategic and operational leadership for the department's administrative, financial, facilities, and compliance functions by overseeing daily operations, budget management, procurement, records administration, and policy implementation. Ensure efficient, compliant, and effective departmental operations while serving as a key liaison with university stakeholders and supporting the Department Manager in advancing departmental goals and priorities.

Responsibilities

Day-to-Day Administrative Operations

• Manage the day-to-day administrative operations and technical services of the department, serving as the primary operational point of contact in the Department Manager's absence. Review, create, and enforce internal processes and standard operating procedures to ensure compliance with university, state, and federal laws, regulations, and policies.
• Serve as point of contact for building issues and repairs across departmental spaces; submit and track work orders, including service, construction, moving, surplus, and event requests. Oversee office and key assignments, office moves, and onboarding logistics for incoming faculty and staff. Manage facilities space allocation and physical inventory. Oversee emergency and safety procedures for departmental spaces. Manage building access procedures, including interfacing with Locks and Keys and ITS to manage physical locks and proximity access processes. Attend building manager meetings and circulate relevant information accordingly.

Financial Administration and Budget Management

• Prepare, maintain, and produce reports concerning annual operating macro budgets for all units within the department. Prepare and maintain project-specific micro budgets within each unit and produce reports as requested.
• Draft and maintain departmental budgets to ensure usage aligns with department priorities. Initiate new account and sub-account requests, transfers, reconciliations, and costing allocations. Prepare and oversee the preparation of department reports, annual operational budgets, and endowment reporting. Review endowments for updated criteria.
• Approve vouchers, Workday, and UT Direct documents processed in the department. Manage departmental procurement card (ProCard), including purchasing and monthly reconciliation. Review invoices for purchases of goods and services, confirm receipt, and process and approve payment vouchers. Coordinate with the Accountant III and the Grants and Contracts Specialist on account information and management. Coordinate with the College of Liberal Arts Finance team and Centralized Business Services to address and resolve finance-related concerns. Ensure that authorizations and payments are made to vendors in accordance with UT policies. Oversee processing of undergraduate scholarships.

Vendor, Contract, and Procurement Management

• Prepare contracts for the department and work with the Office of Sponsored Projects as needed. Manage a database to track executed contracts, authorizations, payments, and renewals. Solicit bids, coordinate authorization and contract review, and manage invoice follow-up and payment processing. Build and maintain positive vendor relationships. Manage purchasing for units using UT Market, departmental procurement card, and other approved purchasing methods.

Policy, Compliance, and Special Projects

• Provide guidance to staff on policies and procedures relevant to their positions. Oversee multiple administrative and operational projects as assigned by the Department Manager or Chair. Serve as a liaison with the Dean's Office and other central business areas at the University to ensure adherence to policies and procedures. Provide leadership as a member of the Liberal Arts Senior Staff Organization (LASSO) and collaborate with College of Liberal Arts administration. Manage data requests and reporting needs. Plan short- and long-range administrative projects and help formulate strategies for implementation.

Records, Communications, and Information Management

• Create, manage, and update all listservs for the department. Track office assignments and oversee creation of the departmental directory. Create, update, and manage the departmental website, including creating and managing all internal request forms. Manage faculty and staff lists on the website and update the COLA database with faculty information. Serve as Records Management coordinator for the department; create and maintain filing systems. Serve as DocuSign Unit Coordinator for the department. Assist in the production and submission of the department newsletter.

Other Related Functions as Assigned

• Represent the Department Manager in their absence as needed. Attend departmental staff meetings. Provide consultation regarding contractual and technical duties delegated to support staff. Participate in professional development activities and relevant trainings.

Required Qualifications

Bachelor's degree in a field related to the work to be performed. At least 5 years of experience in administrative operations management within a large organization. Demonstrated ability to manage complex office processes and administrative systems with minimal direction. Strong financial administration skills, including budget drafting, account reconciliation, and procurement. Excellent written and oral communication skills. High level of attention to detail and organizational ability. Strong problem-solving and decision-making skills with the ability to exercise sound, independent judgment. Professional demeanor with demonstrated ability to handle sensitive and confidential information. High level of proficiency with Microsoft Office suite, including Outlook, Excel, Word, and PowerPoint.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Master's degree in higher education administration, business, public administration, or a related field. Additional experience beyond required qualifications. Experience in a higher education or academic department setting. Familiarity with UT systems, including Workday, DEFINE, UT Market, FRMS, and UT-RMS. Experience with DocuSign, Smartsheets, Adobe, and other administrative tools. Knowledge of UT and College of Liberal Arts policies and procedures. Experience with records management and website administration.

Salary Range

$70,000+ depending on qualifications

Working Conditions

Typical office environment

Required Materials

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

• Letter of interest

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university's company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]
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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.