Job Posting Title:

Administrative Manager

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Hiring Department:

Resource Management

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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:

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

Assist with coordination of Resource Management operations, to include administration, organizational, and transaction assistance, exercising independent judgement and authority. 

Purpose

The Office of the Executive Vice President and Provost seeks administrative support for the Business Affairs team. The Business Affairs team is responsible for providing finance, budget, and human resource support for the Office of the Executive Vice President and Provost and for administrative oversight of non-academic units reporting to the Provost.

ResponsibilitiesFunction 1: Work closely with members of the Resource Management section of the Provost Office as a processor for payment, purchasing, contracts and other related financial documents for units of the Provost’s portfolio. Work with external vendors and internal UT Austin clients to field requests and resolve issues.Function 2: Reviewing Dean/VP entertainment/reimbursements in Provost Portfolio (including colleges/schools) and ensuring all are consistent with applicable University and EVPP rules, regulations and policies. Troubleshoot issues related to guidelines and communicate with CSU as necessary.Function 3: Serve as back-up to the Assistant Director of Finance as needed in reviewing/approving portfolio and reporting unit financial documents and serve as primary contact on EVPP-Approvals email inbox.Function 4: Assist with special projects for Business Affairs team as needed including but not limited to: monthly account reconciliations, assisting with TARCC items, etc.Function 5: Manage the Resource Management instance of UT Box. Serve as Docusign contact for non-academic units reporting to the Provost’s Office.Function 6: Other duties as assigned

Required Qualifications

Bachelor’s Degree.   

Five years of experience with clerical or advanced administrative management functions in a large organization. 

Experience working with administrative applications and policy at UT Austin. 

Proficient in Microsoft Office. ​

Experience working with detailed and complex Excel spreadsheets. 

Excellent oral, written, and interpersonal communication skills. 

Ability to communicate effectively with various constituents: faculty, staff, students, prominent university and community leaders, and other constituents.   

Demonstrated problem-solving skills.   

Demonstrated ability to meet deadlines and to successfully identify, organize, and complete multiple tasks independently and flexibly within a fast-paced, high-stress environment. 

Keen attention to detail and outstanding organizational and time-management skills. 

Professional demeanor. 

Ability to address individuals and information with a high degree of sensitivity and confidentiality in various delicate, formal, or urgent situations. 

Proven interpersonal skills with experience managing confidential data and providing complex administrative support using tact, discretion, and diplomacy.  ​

Relevant education and experience may be substituted as appropriate.

Preferred QualificationsMore than five years of experience with clerical or advanced administrative functions.  Intermediate level experience working with administrative applications and policy at UT Austin (DEFINE, COGNOS, Workday) 

Salary Range

$64,000 + depending on qualifications

Working Conditions

May work around standard office conditions

Repetitive use of a keyboard at a workstation

Applicants must be legally authorized to work for any employer in the United States. This position is not eligible for sponsorship of work visas

This is an Austin, TX-based position 

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.