Administrative Manager

Details

Open Date 09/25/2026

Requisition Number PRN46320B

Job Title Administrative / Office Services Management

Working Title Administrative Manager

Career Progression Track M00

Track Level M4 - Senior Manager, M3 - Manager

FLSA Code Administrative

Patient Sensitive Job Code? No

Standard Hours per Week 40

Full Time or Part Time? Full Time

Shift Day

Work Schedule Summary

Monday – Friday, 8am – 5pm, hybrid schedule with one day remote work

VP Area Academic Affairs

Department 00068 - Mechanical Engineering

Location Campus

City Salt Lake City, UT

Type of Recruitment Internal to the University

Pay Rate Range $75,000 to $95,000

Close Date 10/02/2026

Priority Review Date (Note - Posting may close at any time) 10/02/2026

Job Summary

Administrative / Office Services Management

The Administrative Manager provides strategic, operational, and supervisory leadership in the John and Marcia Price College of Engineering . As a key advisor to the Department Chair of the Mechanical Engineering Department and liaison to college and university offices, this role directs the department’s administrative, academic, and personnel processes to ensure smooth, compliant, and efficient operations.

Learn more about the great benefits of working for University of Utah: benefits.utah.edu

Responsibilities

In collaboration with the Department Chair and PCE leadership, the Administrative Manageroversees administrative and academic functions for the Department.

Strategic & Administrative Leadership

• Serve as primary administrative and operational support for the Chair and academic operations of the Mechanical Engineering department; manage communications, priorities, and departmental workflow coordination.

• Oversee day-to-day department operations, academic operations, manage cyclical and ongoing administrative workflows, proactively anticipate emerging needs, and ensure compliance with university, college, and federal regulations.

• Contribute to the development and execution of the department’s mission aligned planning and strategic initiatives.

• Collaborate with leadership to develop and implement policies and procedures that improve administrative operations and staff support.

• Maintain departmental records, documentation systems, data reports and UBox structures to support efficient and transparent operations.

• Monitor and address concerns, complaints, and suggestions, ensuring timely and effective resolution to sustain high levels of service satisfaction.

Staff Supervision & Workforce Management

• Supervise administrative staff, providing coaching, performance management, UUPM goal setting, and workload coordination.

• Conduct hiring, onboarding, reclassification, remote-work agreements, and staff training.

• Responsible for managing the staff schedule, including timekeeping ( MYTIME ), time-off requests, and hybrid work schedules.

• Manage monthly staff meetings, cross-training, and annual staff retreats.

• Identify, share, and encourage participation in professional development opportunities. Ensure ongoing competency of staff team and awareness of situational opportunities for peer-learning.

Faculty Affairs & Academic Administration

• Monitor and coordinate all faculty review processes ( RPT , TFR , and CAV ). Serve as support for review subcommittees and the Department Advisory Committee ( DAC ).

• Responsible for maintaining faculty personnel records and activity reporting in Elements.

• Manage faculty processes, i.e., award nominations, sabbaticals, leave of absence, emeritus requests, and phase retirement requests.

• Manage faculty searches and hires (postings in PeopleAdmin, approvals, and required appointment documents). Assist search committees with candidate interviews and campus visits.

• Attend faculty and department leadership meetings.

• Oversee support of curriculum and course management, course fees, schedules, grade changes, student evaluations, and senior interviews.

Hiring and Personnel Processes

• Manage faculty hiring and onboarding processes.

• Support J-1 and H-1B visa processing in coordination with ISSS and OGC .

• Oversee affiliate faculty appointments and campus access requests.

Financial and Payroll Oversight

• Provide salary recommendations for staff.

• Work with department financial analyst on AEP and budget recommendations; identify and understand opportunities for improvement, and provide outcome-based feedback.

Operations, Facilities, and General Administration

• Maintain records for physical space assigned to faculty, students, and research groups.

• Oversee departmental reports, surveys, and reviews.

• Draft and disseminate various forms of communication on behalf of department leadership.

• Ensure efficient communication channels and support for postdoctoral fellows, visitors, and research groups.

• Manage support for room scheduling, parking permits, mailroom assignments, kitchen schedules and office treat rotations.

• Act as a liaison for department leadership with faculty and staff, the college, university, and outside entities.

• Oversee staff supporting major departmental events including the Faculty Retreat, External Advisory Board meetings, Chair’s List Luncheon, Technical Open House, and student and alumni events.

Disclaimer

This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.

Minimum Qualifications

EQUIVALENCY STATEMENT : 1 year of higher education can be substituted for 1 year of directly related work experience (Example: bachelor’s degree = 4 years of directly related work experience).

Department may hire employee at one of the following job levels:

Manager, Administrative / Office Services Management: Requires a bachelor’s (or equivalency) + 6 years or a master’s (or equivalency) + 4 years of directly related work experience.

Senior Manager, Administrative / Office Services Management: Requires a bachelor’s (or equivalency) + 8 years or a master’s (or equivalency) + 6 years of directly related work experience.

Preferences

Preferences

• Excellent communication skills and experience writing in a professional environment.

• Proficiency in Microsoft programs: Word, Excel, PowerPoint, OneNote, Outlook, Teams.

• Quick-learner, adaptable, self-starter with exceptional organizational capabilities and ability to function independently and exercise sound judgment.

• Exceptional time management skills and ability to manage multiple responsibilities and competing deadlines with minimal supervision.

• Experience with faculty records and processes at the University.

• Flexibility and willingness to help where needed.

• Committed to fostering a collaborative, supportive, and team-oriented work culture.

Type Benefited Staff

Special Instructions Summary

Additional Information

The University is a participating employer with Utah Retirement Systems (“URS”). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at View phone number on click.appcast.io for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS’ post-retirement rules and restrictions. Please contact Utah Retirement Systems at View phone number on click.appcast.io or View phone number on click.appcast.io or University Human Resource Management at View phone number on click.appcast.io if you have questions regarding the post-retirement rules.

This position may require the successful completion of a criminal background check and/or drug screen.

The University of Utah values candidates who have experience working in settings with students and possess a strong commitment to improving access to higher education.

Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.

Consistent with state and federal law, the University of Utah does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran’s status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both.

To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Title IX ( OEO ). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at the: University of Utah Non‑Discrimination page .

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As per University of Utah policy 5-108: Transfer of Benefits Eligible Staff Members , a new hire to the University of Utah who is still serving a 12 month probationary period will not be hired into another University of Utah job (a transfer) until the successful completion of the probationary period.