Administrative Manager

Job Posting Title:

Administrative Manager

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Hiring Department:

School of Human Ecology

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt

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Earliest Start Date:

May 01, 2024

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Position Duration:

Expected to Continue

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Location:

AUSTIN, TX

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Job Details:

General Notes

To 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 Qualifications

Bachelor'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 Qualifications

Experience 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 qualifications

Working Conditions

Usual 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 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) [PDF]
• E-Verify Poster (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.