Administrative Manager

Company: University of Texas at Austin
Location: Austin
Posted on: November 19, 2023

Job Description:

Job Posting Title:Administrative Manager----Hiring Department:Special Education----Position Open To:All Applicants----Weekly Scheduled Hours:40----FLSA Status:Exempt----Earliest Start Date:Dec 01, 2023----Position Duration:Expected to Continue----Location:UT MAIN CAMPUS----Job Details:PurposeTo manage the administrative support services of a large department. Manages departmental services and processes, special projects, budgets, and reports. Makes complex administrative decisions regarding organizational and departmental issues. Oversees multiple administrative or operational projects as assigned by Department Chair. Interacts with staff and departments via correspondence, telephone, or personal contact. Manages facilities space allocation and physical inventory. Provides consultation regarding contractual and technical duties delegated to support staff. Works with skilled technical personnel. Supervise support staff. Performs related duties as assigned. Attend departmental staff meetings. May represent the departmental administrator in their absence as needed. Manage Department Chair calendar and travel. May coordinate grant processing to include application procedures, writing, applications, report coordination, and expense tracking.Flexible Work Arrangements (hybrid/remote telework) may be considered after 6 months in position.Responsibilities

• Faculty Affairs- Assist Chair in all faculty matters, including HR relations. Oversee faculty recruitment searches at all levels, including college wide searches. Work with chair and college personnel to create Prior Approval Request (PAR) packets including salaries, background checks, course workload, startup funding, etc. Manage faculty review processes including annual, midpoint and midterm associate, comprehensive periodic review, and peer teaching reviews. Monitor course instructor surveys and counsel chair regarding problem areas. Work with department chair for faculty workload, fellowships, endowments, scholarships, new hires, etc.
  • Financial Administration- Oversee departmental operating budget, including monitoring daily expenses and projecting expenditures with departmental accountant. Work closely with department chair to report budgetary, fiscal and faculty matters. Complete all necessary University and non-University department reports and surveys.
    • Human Resources- Serve as departmental HR Manager, I-9 Partner and timekeeper for department. Onboard all staff, teaching assistants and faculty. Process onboarding for faculty, TA, GRA, AI, visiting scholars, work study and staff appointments, including tuition reduction benefit. Review human resources and payroll costing data regularly to ensure proper use of funding, ensuring adjustments are done in a timely manner, and in accordance to funding stipulations. Plan, direct and update staff job descriptions. Manage hiring process for staff positions. Serve as human resources contact for faculty, students, and staff. Assess staff training needs, assign training and offer one-on-one training as appropriate.
      • Leadership/Operations: Assist department chair in preparation and implementation of departmental mission. Manage schedule for chair. Relieve the Chair of day-to-day operational decisions and manage the administrative functions of the department. Serve as liaison with the Dean's office, other departments on campus, professional organizations, etc. Counsels, advises, and interacts with faculty, staff and students on a variety of university policies while effectively representing the department, college, and university in a manner that supports the department's strategic initiatives. Serve as liaison between chair and faculty and other departments, as needed. Counsel chair for faculty matters, as needed. Represent department at meetings at the college and university level. Recruit and supervise administrative support staff. Serve as Office Manager. Serve as departmental inventory contact. Manage annual inventory certification process. Conduct annual staff performance evaluations. Assign workspace to faculty, students, and staff. Determine furniture and equipment needs and make recommendations, working with COE Facilities Manager, as needed. Workday- Serve as sole Workday provider in Special Education for both HR and Financial matters.
        • Student Affairs: Work with department chair during semesterly course schedule preparation while staying within budget. Work with department during the admissions process to recommend appropriate spending of endowment and recruitment funding. Ensure compliance of financial expenditures regarding recruitment. Work with Graduate Program Administrator to correctly report student and faculty data in FASET system. Responsible for grade reporting. Monitor class registration and cancel or add classes as needed. Manage grade submission in a timely manner.Required Qualifications
          • Bachelor's degree.
          • A combination of five years financial, human resources, and administrative management experience in large organizations, preferably in a higher education environment.
          • Expert time management and organizational skills, with attention to detail. Demonstrated skills of tact, diplomacy, and excellent judgment in dealing with others.
          • Professional demeanor.
          • Ability to work standard office hours and maintain regular attendance.
          • Demonstrated skills in strategic planning. Exceptional customer service with professional written and verbal communication skills.
          • Ability to work efficiently under pressure and with frequent interruptions.
          • Ability to focus and meet competing deadlines.
          • Ability to take initiative and work independently yet can lead and follow as part of a team.
          • Experience and discretion in dealing with confidential and sensitive information.Relevant education and experience may be substituted as appropriate.Preferred Qualifications
            • Working knowledge of UT Austin and state purchasing and budgeting rules and procedures as week as UT Austin systems *DEFINE, Workday, FRMS.
            • Experience with faculty recruitment and promotions.
            • More than the required amounts of education and experience.
            • More than five years' financial, human resources, and administrative management experience in higher education.
            • Proven record of workforce planning and employee development.
            • Experience and familiarity with The University of Texas at Austin, its policies, and procedures. Experience working with faculty.Salary Range$70,000+ depending on qualificationsWorking Conditions
              • Typical Office Environment
              • Use of manual dexterity
              • Repetitive use of a keyboard at a workstationRequired 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:
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                  • [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, Cedar Park , Administrative Manager, Administration, Clerical , Austin, Texas