Administrative Manager

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 purch