Administrative Manager

Administrative Manager

Provide strategic and operational leadership for the department's administrative, financial, facilities, and compliance functions by overseeing daily operations, budget management, procurement, records administration, and policy implementation. Ensure efficient, compliant, and effective departmental operations while serving as a key liaison with university stakeholders and supporting the Department Manager in advancing departmental goals and priorities.

Day-to-Day Administrative Operations

• Manage the day-to-day administrative operations and technical services of the department, serving as the primary operational point of contact in the Department Manager's absence. Review, create, and enforce internal processes and standard operating procedures to ensure compliance with university, state, and federal laws, regulations, and policies.
• Serve as point of contact for building issues and repairs across departmental spaces; submit and track work orders, including service, construction, moving, surplus, and event requests. Oversee office and key assignments, office moves, and onboarding logistics for incoming faculty and staff. Manage facilities space allocation and physical inventory. Oversee emergency and safety procedures for departmental spaces. Manage building access procedures, including interfacing with Locks and Keys and ITS to manage physical locks and proximity access processes. Attend building manager meetings and circulate relevant information accordingly.

Financial Administration and Budget Management

• Prepare, maintain, and produce reports concerning annual operating macro budgets for all units within the department. Prepare and maintain project-specific micro budgets within each unit and produce reports as requested.
• Draft and maintain departmental budgets to ensure usage aligns with department priorities. Initiate new account and sub-account requests, transfers, reconciliations, and costing allocations. Prepare and oversee the preparation of department reports, annual operational budgets, and endowment reporting. Review endowments for updated criteria.
• Approve vouchers, Workday, and UT Direct documents processed in the department. Manage departmental procurement card (ProCard), including purchasing and monthly reconciliation. Review invoices for purchases of goods and services, confirm receipt, and process and approve payment vouchers. Coordinate with the Accountant III and the Grants and Contracts Specialist on account information and management. Coordinate with the College of Liberal Arts Finance team and Centralized Business Services to address and resolve finance-related concerns. Ensure that authorizations and payments are made to vendors in accordance with UT policies. Oversee processing of undergraduate scholarships.

Vendor, Contract, and Procurement Management

• Prepare contracts for the department and work with the Office of Sponsored Projects as needed. Manage a database to track executed contracts, authorizations, payments, and renewals. Solicit bids, coordinate authorization and contract review, and manage invoice follow-up and payment processing. Build and maintain positive vendor relationships. Manage purchasing for units using UT Market, departmental procurement card, and other approved purchasing methods.

Policy, Compliance, and Special Projects

• Provide guidance to staff on policies and procedures relevant to their positions. Oversee multiple administrative and operational projects as assigned by the Department Manager or Chair. Serve as a liaison with the Dean's Office and other central business areas at the University to ensure adherence to policies and procedures. Provide leadership as a member of the Liberal Arts Senior Staff Organization (LASSO) and collaborate with College of Liberal Arts administration. Manage data requests and reporting needs. Plan short- and long-range administrative projects and help formulate strategies for implementation.

Records, Communications, and Information Management

• Create, manage, and update all listservs for the department. Track office assignments and oversee creation of the departmental directory. Create, update, and manage the departmental website, including creating and managing all internal request forms. Manage faculty and staff lists on the website and update the COLA database with faculty information. Serve as Records Management coordinator for the department; create and maintain filing systems. Serve as DocuSign Unit Coordinator for the department. Assist in the production and submission of the department newsletter.

Other Related Functions as Assigned

• Represent the Department Manager in their absence as needed. Attend departmental staff meetings. Provide consultation regarding contractual and technical duties delegated to support staff. Participate in professional development activities and relevant trainings.

Bachelor's degree in a field related to the work to be performed. At least 5 years of experience in administrative operations management within a large organization. Demonstrated ability to manage complex office processes and administrative systems with minimal direction. Strong financial administration skills, including budget drafting, account reconciliation, and procurement. Excellent written and oral communication skills. High level of attention to detail and organizational ability. Strong problem-solving and decision-making skills with the ability to exercise sound, independent judgment. Professional demeanor with demonstrated ability to handle sensitive and confidential information. High level of proficiency with Microsoft Office suite, including Outlook, Excel, Word, and PowerPoint.

Relevant education and experience may be substituted as appropriate.

Master's degree in higher education administration, business, public administration, or a related field. Additional experience beyond required qualifications. Experience in a higher education or academic department setting. Familiarity with UT systems, including Workday, DEFINE, UT Market, FRMS, and UT-RMS. Experience with DocuSign, Smartsheets, Adobe, and other administrative tools. Knowledge of UT and College of Liberal Arts policies and procedures. Experience with records management and website administration.

$70,000+ depending on qualifications

Typical office environment

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