Job Posting Title:

Administrative Manager

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Hiring Department:

College of Liberal Arts

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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

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

This role will provide executive level support to the College of Liberal Arts Dean's Office, including the Dean of the College of Liberal Arts and other executives as assigned, in a manner that is reliable, consistent, communicative, and innovative, while demonstrating the highest standards of excellence in the work that is performed.

Responsibilities

Office of the Dean Administrative Support: Provide professional administrative support to the Dean and Chief of Staff in managing the daily workload and operations of the Dean's office. Manage calendars, as assigned by the Dean and/or Chief of Staff. Serve as the lead calendar manager for the Dean. Organize high-level meetings and constituencies as required. Anticipate schedule conflicts and take initiative to resolve them in a timely manner. Maintain a broad overview of the Dean's commitments to optimize her time. Provide back-up calendar support for leadership team members as needed. Ensure the preparedness of the Dean for daily meetings, events and trips, and work with others to ensure briefing materials are prepared appropriately and on time. Provide background research for the Dean and/or Chief of Staff as needed. Coordinate open records requests for the College of Liberal Arts. Coordinate Qualtrics surveys and resulting data for Dean's initiatives. Assist with the coordination and implementation of special projects as assigned by the Dean and/or Chief of Staff. Provide administrative support for promotion and tenure meetings. Management of non-development travel for the Dean, including: preparation of RTAs, scheduling travel, preparing itineraries for the Dean, and processing reimbursements. Listserv management, including: management of the college-wide and GEB listservs used by the Dean's office to communicate with faculty and staff; and, coordination of logistics with HR and LAITS. Manage Office of the Dean website and provide support in reviewing GEB web pages to ensure accurate and timely business policies and procedures are posted. Train new and continuing Dean's Office administrative support staff in collaboration with the Senior Training Coordinator and Senior Administrative Associate. Serve as back-up manager of GEB conference rooms. Possible supervision of professional and/or student staff.

Facilities Management: Serve as the GEB building manager. Manage the GEB emergency plan, including annual updates, staff training, and communications with UT Emergency Management. Submit maintenance requests for GEB 3rd and 4th floor units. Grant building access to GEB staff. Prepare key request forms. Conduct annual building-wide inventory certification. Manage office moves and other building-wide maintenance and/or technology/equipment upgrades, in coordination with the Assistant Dean of Finance, OAITS, and/or other administrators and/or staff. Manage large-scale furniture purchases as needed, in coordination with Finance and unit heads. Coordinate the repositioning of furniture and/or technology throughout the building as needed. Support onboarding and other staff transitions with related facilities needs, coordinating with LAITS and other college and UT offices as appropriate. Assign and supervise facilities support duties to Administrative Associate members of the front desk team. Coordinate technology orders for multiple GEB units.

Reception: Manage the Dean's office front desk operations. Coordinate coverage of the front desk with Dean's office administrative support staff. Serve as front desk receptionist for the Dean's office. Greet guests and visitors. Answer phones and redirect calls appropriately. Maintain a professional, welcoming atmosphere at all times.

Other related functions as assigned

Required Qualifications

Bachelor's Degree with at least five years management experience within a large organization. Demonstrated recent exemplary work record in a professional, service-oriented environment. Highly professional demeanor. Ability to interface in a professional manner with students, faculty, staff, administrators, donors and the public. Excellent written and verbal communication skills using tact, diplomacy, and discretion at all times, including the ability to communicate with various populations. Experience providing excellent customer service, working in sometimes challenging situations. Ability to maintain a high level of confidentiality. Ability to work collaboratively as a team, or autonomously as required. Independent decision-making and problem-solving ability. Ability to research policy questions and find qualitative answers. Proficiency in MS Office (Word, Excel, PowerPoint) and email applications, including MS Outlook. Demonstrated ability to handle detail-oriented tasks with superior organizational skills. Ability to organize short- and long-term priorities and projects and work with multiple deadlines.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Master’s degree and/or 3 or more years of experience working in an office or business environment, preferably in higher education. Experience working with executives and faculty in a higher education or related setting. Experience managing or supporting events. Experience with Qualtrics survey design.

Salary Range

$63,000 + 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) [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.