Administrative Manager
Company: University of Texas at Austin
Location: Austin
Posted on: May 4, 2024
Job Description:
Job Posting Title:Administrative Manager----Hiring
Department:School of Human Ecology----Position Open To:All
Applicants----Weekly Scheduled Hours:40----FLSA
Status:Exempt----Earliest Start Date:May 01, 2024----Position
Duration:Expected to Continue----Location:AUSTIN, TX----Job
Details:General NotesTo provide high-level administrative
leadership and support to the School of Human Ecology (SoHE),
including assistance to the Director. Manages School administrative
services, special projects and reports, and plans short- or
long-range projects and helps formulate strategies for funding and
project implementation. Oversees multiple administrative or
operational projects, and acts as liaison with School and College
staff and departments.Manages facilities space allocation and
physical inventory. Supervises support staff.Performs related
duties as assigned.Responsibilities
- Manage daily operations and organization of the School of Human
Ecology. Provide administrative leadership and support to the
Director and leadership of the School. Manage the Director's
schedule, calendars and coordination of day-to-day administrative
functions of School leadership. Schedule School leadership
meetings, coordinate agendas with Director and leadership. Assist
with special projects. Coordinate travel arrangements for
department leadership .
- Coordinate governance policies and faculty affairs; faculty
reviews for the academic programs including: Faculty Annual Review,
Third-Year Review, Comprehensive Periodic Review, and Promotion
dossier production. Gather related documentation and materials,
review submissions to ensure compliance with college and university
requirements. Track faculty eligibility and timeline for reviews.
Create peer teaching observation assignments for all faculty in the
School with upcoming reviews. Coordinate with program staff for
faculty recruitment.
- Supervise senior level program coordinator staff. Recruit, hire
and supervise SoHE's administrative office student employees .
- Assist Director with development matters. Receive gift
notification lists, assisting Director with correspondence to
donors. Coordinate Annual Letters project with School leadership
and CNS Development. Staff contact for 40 for Forty campaign.
Assist with School Advisory Council events and communications
.
- Serve as the first point of contact for inquiries directed to
the School main office. Manage School space assignments, GEA room
reservations, key request authorizations, building access, storage
and School inventory, including assessing unassigned materials for
storage or disposal, overseeing physical appearance and
maintenance, and annual inventory reporting and space audits.
Coordinate with SoHE Business Services, including purchasing
supplies for the School, and receiving and distributing incoming
mail and packages.
- Coordinate School-wide communications, including listservs, and
SoHE Newsletter to faculty and staff, SAC, and alumni & friends of
SoHE. Maintain SoHE wiki with up-to-date information on policies
related to scope of work.
- Approve course schedule and course inventory changes for the
School. Review GPC allocations to stay within limit set by the
Registrar's Office.
- Other related functions as assigned.Required
QualificationsBachelor's degree and at least 5 years of experience
with advanced administrative functions. Excellent oral and written
communication skills with proven ability to effectively communicate
with all levels of management and respond to faculty and staff
tactfully, clearly and concisely. Experience maintaining busy &
evolving executive calendars and schedules. Demonstrated
problem-solving and critical thinking skills. Ability to address
individuals and information with a high degree of sensitivity and
confidentiality in various delicate, formal or urgent situations.
Professional demeanor and dedication to excellent customer service.
Ability to adapt rapidly to changing priorities and deadlines. High
level of proficiency with Microsoft Office programs: Excel,
PowerPoint, Word, Outlook, etc. Experience with financial and/or
purchasing systems. Experience keeping organized records and
planning events. Highly detail-oriented with outstanding
organizational and time-management skills. A self-starter, ability
to work efficiently and flexibly in a fast-paced environment with
minimal guidance.Relevant education and experience may be
substituted as appropriate.Preferred QualificationsExperience in
providing support in an administrative office at a higher education
institution. working knowledge of UT Austin policies, procedures
and applications. Prior experience working with research faculty in
an educational environment.Salary Range$57,000 + depending on
qualificationsWorking ConditionsUsual on-campus, in-person office
environment. Occasional weekend, overtime, and evening
work.Required Materials
- Resume/CV
- 3 work references with their contact information; at least one
reference should be from a supervisor
- Letter of interestImportantfor 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
thatALLRequired 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
questionspresented to upload any additional Required Materials
(letter of interest, references, etc.) that were noted
above.----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.----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.----Background Checks:A criminal history
background check will be required for finalist(s) under
consideration for this position.----Equal Opportunity Employer:The
University of Texas at Austin, as an ,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.----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.----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 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.----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:
- [PDF]
- [PDF]
- [PDF]
- [PDF]----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
.The Clery Act requires all prospective employees be notified of
the availability of the Annual Security and Fire Safety report. You
may or obtain a copy at University Compliance Services, 1616
Guadalupe Street, UTA 2.206, Austin, Texas 78701.
Keywords: University of Texas at Austin, Waco , Administrative Manager, Administration, Clerical , Austin, Texas
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