Administrative Manager

Job Posting Title:

Administrative Manager

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Hiring Department:

Dell Medical School

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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:

AUSTIN, TX

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Job Details:

PURPOSE

The Administrative Manager provides leadership and oversight for executive assistants and administrative staff supporting clinical, academic, and operational functions within our Institute of Cardiovascular Health. Reporting to a Senior Director, the Administrative Manager provides high-quality administrative services, fosters team development, and drives process improvements across the designated department. In addition to managing the administrative team, the Administrative Manager provides direct executive-level support to senior leaders, including calendar management, confidential correspondence, and coordination of strategic priorities. The Administrative Manager collaborates with senior leaders, faculty, and operational teams to align administrative support with organizational priorities, compliance standards, and service excellence goals.

RESPONSIBILTIES

Leads Administrative Team Operations

• Supervises executive assistants and administrative staff, including hiring, onboarding, and performance evaluations.
• Establishes and enforces standards for administrative workflows and service delivery.
• Provides coaching and professional development opportunities for team members.
• Ensures adequate coverage and continuity of administrative support across departments.

Strategic Planning and Process Improvement

• Develops strategies to optimize administrative efficiency and resource allocation.
• Implements standardized processes and tools to streamline operations.
• Monitors KPIs and identifies opportunities for continuous improvement.
• Partners with leadership to align administrative practices with organizational goals.

Executive Support Oversight

• Provides direct executive-level support to a senior leader, including calendar management, meeting coordination, and confidential correspondence.
• Oversees preparation of reports, presentations, and executive communications.
• Ensures confidentiality and accuracy in handling sensitive information.
• Troubleshoots and resolves complex scheduling or logistical issues.

Budget and Resource Management

• Manages administrative budgets and monitors expenditures for cost-effectiveness.
• Approves procurement requests and oversees vendor relationships for administrative needs.
• Collaborates with Finance on forecasting and variance analysis.
• Tracks and reports spending trends to leadership.

Compliance and Quality Assurance

• Ensures adherence to institutional policies, regulatory requirements, and accreditation standards.
• Implements internal controls for administrative processes and documentation.
• Supports readiness for audits and inspections.
• Maintains confidentiality and compliance with HIPAA and other regulations.

Cross-Functional Collaboration

• Serves as liaison between administrative teams and clinical, academic, and operational stakeholders.
• Promotes alignment with organizational values and strategic initiatives.
• Facilitates communication and problem-solving across departments.

REQUIRED QUALIFICATIONS

• Bachelor’s degree in Business Administration, Healthcare Administration, or related field.
• 5 or more years of progressive administrative experience, including at least 2 years of experience in a supervisory or managerial role.

PREFERRED QUALIFICATIONS

• Experience in healthcare or academic settings.
• Familiarity with EHR systems, academic scheduling platforms, and compliance tools.
• Project Management Professional (PMP) or similar certification.

SALARY RANGE

$80,087 + depending on qualifications

WORKING ENVIRONMENT/EQUIPMENT

• Standard office equipment
• Repetitive use of a keyboard
• May be exposed to such occupational hazards as communicable diseases, blood borne pathogens, ionizing and non-ionizing radiation, hazardous medications and disoriented or combative patients, or others.

Required Materials

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

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