Facilities Administrative Support Manager

Job Posting Title:

Facilities Administrative Support Manager

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Hiring Department:

University Housing and Dining

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

To Be Determined at Offer

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Earliest Start Date:

Ongoing

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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

BENEFITS: UT Austin offers a competitive benefits package that includes:   

• 100% employer-paid basic medical coverage 

• Free Capital Metro bus rides 

• Retirement contributions   

• Paid vacation, sick time, and holidays 

• Career growth & professional development

 

Please visit our Human Resources (HR) website at https://hr.utexas.edu/  to learn more about the total benefits offered when you join our team! 

 

Purpose

The Facilities Administrative Support Manager will lead the administrative support team that supports University Housing and Dining (UHD) facilities maintenance and building service shops and provide direct administrative support to the south zone maintenance and building services shops. This position will also serve as an authority in UT Works, a work management system and will add or audit data, recommend internal processes, and provide staff training for the system. 

Responsibilities

• Supervise and direct the work of shop administrative support teams that provide daily support to the facility maintenance and building services shops. Support staff in assigning and scheduling staff to work orders; monitoring shop staff data entry; and checking, updating, and closing work orders, timesheets, labor reports, incomplete work order reports, and material/equipment requisitions and deliveries within the system of record. Manages employee evaluations and timekeeping. Leads the development and implementation of area goals and objectives that contribute to overall operational success. Provides backup support to the team as needed and administrative support to UHD leadership as required.

• Leads UT Works training for administrative and shop staff. Manages a variety of tasks and processes related to UT Works, including administrative support functions, reporting, internal process development, system update or repair requests, asset management (adding, updating, or removing assets), and the setup and ongoing support of the preventative maintenance module. Provides ongoing sustainment training for shop staff and new administrative staff. Maintains and updates training manuals, documentation, and workflow guides to reflect system updates, procedural changes, and best practices.

• Makes complex administrative decisions regarding organizational and departmental issues. Oversees multiple administrative and operational projects as assigned. Interacts with staff and departments through correspondence, telephone, and in-person communication. Attends departmental staff meetings. Performs other duties as assigned.

• Supports and oversees the administrative team in requisitioning materials and supplies for shop use. Manages the transfer of goods between facilities and updates inventory records for parts and equipment. Serves as a liaison between UHD IT and campus partners, including Enterprise Technology and TRECS, to report system outages and coordinate service requests. Assists with annual inventory processes. Drive a UT vehicle. Other duties as assigned.

Required Qualifications

• Bachelor's Degree 

• At least 3 years’ experience in a supervisory/manager capacity 

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• 5 years or more experience with staff supervision.