Administrative Operations Manager, Texas McCombs

Job Posting Title:

Administrative Operations Manager, Texas McCombs

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Hiring Department:

Red McCombs School of Business

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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

Texas McCombs is a top business school at the center of one of the most innovative cities in the U.S. The McCombs community champions hands-on experiences alongside the ground-breaking research and thought leadership of a world-class faculty.  The collaborative spirit and enterprising drive of the Longhorn alumni network, one of the largest university networks in the world, is embedded in our culture, making us human-centered and future-focused in all our endeavors. We are shaping those who will shape tomorrow, and solving challenging problems while remaining committed to creating a community that is dynamic, supportive, and challenging. What starts here really does change the world. 

To learn more about the McCombs School of Business, please visit https://www.mccombs.utexas.edu/ 

 

Purpose

Provides comprehensive administrative and financial support to the Chair, faculty, and staff of the Accounting and MPA Programs at the McCombs School of Business. Serves as the primary point of contact for business affairs for both the Department Chair of Accounting and the Director of Financial Affairs. Ensures operational success by coordinating workflow with the administrative support team and promoting efficient business practices for the department while providing high quality customer service to the clients.

Responsibilities

• Directly supervises administrative support team and responsible for overall workflow of department business. Perform and delegate administrative processes required for business operations to appropriate centralized Business Affairs teams, ensuring efficient operation and high-quality customer services. Processes include, but are not limited to: all procurement needs (to include purchase orders, contracts, software orders, UT Market and ProCard holder), payments, deposits, personnel hires, facility work orders, equipment allocations, department files and various reports.

• Supervise all operational aspects of the faculty recruiting process, to include job postings, new hire documentation, on-boarding hires and out-processing for departing employees. Process immigration/visa paperwork for faculty and visiting scholars. Manage faculty and student worker positions and monitor creation of faculty, staff and student assignments. Create job descriptions and initiate hiring process for staff and student worker. Create appointments or forward to centralized Human Resources staff as appropriate. Review and complete monthly reconciliation of department/position cost centers against anticipated budgets.

• Formulate and implement internal departmental policies and practices, with delegated authority from the Department Chair. Initiate, review and approve personnel requests, purchases, payments and expense authorizations for business operations. Advise department leadership of relevant administrative policies. Assist department leadership in producing administrative reports, drafting correspondence and collecting information, as requested.

• Prepare, manage and monitor the department budget, ensuring there are enough funds for necessary departmental expenditures. Coordinate with McCombs Academic Resource Manager (and staff) and Department Chair to ensure planned undergraduate and graduate course offerings align with the instructional budget. Create department financial reports for Department Chair and MPA Program Director as requested.

• Manage office space allocations, to include office reconfiguration and phone connectivity. Submit custodial and physical plant work orders. Manage equipment purchases, allocation and inventory maintenance according to department needs. Manage department files following the University record-retention policies.

• Receive and monitor various donations. Create gift reports and track spend usage of donor funding.

• Ensures compliance and consistency with University, College and unit policies, procedures and systems. Primary point of contact for faculty, staff, and students for admi