Administrative Manager

Job Posting Title:

Administrative Manager

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Hiring Department:

School of Civic Leadership

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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:

Purpose

To provide responsible and complex administrative management for the School of Civic Leadership, ensuring outstanding customer service to all constituents, and compliance with all federal and state laws, university policies, and internal practices.   

Responsibilities

Financial Processing

• Submit and process all required documentation related to travel, entertainment, purchasing, honorariums, scholarships, wire transfers, and all other payments for the School of Civic Leadership, utilizing DEFINE and FRMS.  Will be a ProCard holder and assist in Citibank reconciliation. 
• Answer related staff, faculty, and visitor questions; stay abreast of University policies and procedures and assist with interpretation and implementation.  Assist the Assistant Dean for Business Affairs in creating school-wide policies, procedures and training. 
• Serve as liaison with University Accounting, Purchasing, Accounts Payable, Travel Management, and other related entities.  May process high volumes of documents within tight deadlines. 

Business Contract Management

• Process and manage business contract submissions, ensuring accurate, timely, and efficient processing while maintaining effective communication with all involved parties.  Process submission in Contracts+ and bring issues to the attention of the Assistant Dean for Business Affairs.

Building Management

• Serve as the building manager – complete work order requests, assist with inventory, give building access privileges, oversee artwork, open mail and distribute packages as needed. 

​Technology Purchasing and Assistance

• Order computer and technology purchases, serve as LAITS liaison and assist staff

Event and Meeting Coordination

• Support the coordination of events and meetings for the School of Civic Leadership and Civitas Institute, including managing facilities services, and processing payments associated with these events.

Additional Duties ​

• Perform other related administrative duties as assigned to support School of Civic Leadership and Civitas Institute’s operations and administration.

Required Qualifications

• Demonstrated experience processing accounting vouchers at the University of Texas, with proficiency in the DEFINE system.
• Bachelor's degree and three years’ of professional administrative experience, or high school graduation or GED, and seven years of professional administrative experience, including one year of experience at the Administrative Assistant level.
• A positive attitude and the ability to work collaboratively as a team player.
• Detail-oriented with strong organizational and communication skills, capable of managing multiple tasks effectively.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Bachelor’s degree in a relevant field.
• Extensive administrative experience beyond the minimum requirements.
• Experience with Contracts
• Experience with UT Austin purchasing, travel, entertainment, and payment policies and procedures.
• Knowledge of UT Austin cash handling procedures.
• Experience serving as a UT Austin Building Manager or liaising with UT’s Facilities Services, UTPD, Campus Safety and Security, and other facilities operations services.
• Proven ability in developing training manuals and conducting training on UT Austin policies and procedures.

Salary Range

$65,000 + depending on qualifications

Working Conditions

• May work around standard office conditions.
• Repetitive use of a keyboard at a workstation.

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 additi