Administrative Manager

Company: University of Texas at Austin
Location: Austin
Posted on: January 27, 2023

Job Description:

Job Posting Title:Administrative Manager----Hiring Department:Oden Institute----Position Open To:All Applicants----Weekly Scheduled Hours:40----FLSA Status:Exempt----Earliest Start Date:Immediately----Position Duration:Expected to Continue----Location:UT MAIN CAMPUS----Job Details:General NotesThe Oden Institute is an organized research unit that fosters interdisciplinary programs in computational sciences and engineering, computational medicine, computational geosciences, mathematical modeling, applied mathematics, data science, software engineering, and computational visualization.This position is eligible for a Flexible Work Arrangements (FWA), working on-campus and/or remotely. FWA arrangements are subject to supervisor approval and may shift due to changes in business needs.Must be eligible to work in the US on a full-time basis for any employer without sponsorship.UT Austin provides an outstanding benefits package including but not limited to:

• Competitive health benefits (employee premiums covered at 100%, family premiums at 50%)
• Voluntary Vision, Dental, Life, and Disability insurance options
• Generous paid vacation, sick time, and holidays
• Teachers Retirement System of Texas, a defined benefit retirement plan
• Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b)
• Flexible spending account options for medical and childcare expenses
• Robust free training access through LinkedIn Learning plus professional conference opportunities
• Tuition assistance
• Expansive employee discount program including athletic tickets
• Free access to UT Austin's libraries and museums with staff ID card
• Free rides on all UT Shuttle and Austin CapMetro buses with staff ID cardPurposeResponsible for planning, developing, and coordinating large meetings, events, and conferences. Assist with strategic initiatives and communications in support of interdisciplinary programs. Manage Outreach and Development activities.Responsibilities
  • Plan and coordinate all activities to successfully execute meetings, conferences, and large high visibility events requiring cross campus collaboration. Provide all logistical and administrative support for these events, including but not limited to submitting purchase requests, working with contract office to execute business contracts for meeting spaces, hotel accommodations, or virtual meeting software, setting up payment systems with UT Compliance, arranging catering, and handling all communications for the event. Work with communications team to ensure effective multi-channel event promotion and publicity.
  • Assist the Institute Director with Development, strategic initiatives, and planning.
  • Plan and implement activities to engage CSEM Alumni.
  • Manage Diversity, Equity, Inclusion, and Outreach activities to include working with K-12 teachers and student groups.
  • Manage projects related to space usability and A/V equipment updates.
  • Assist with data gathering and processing for Institute Annual Report.
  • Supervise administrative assistant and student assistants.
  • Perform other duties as assigned.Required Qualifications
    • Bachelor's degree and at least 5 years of management experience, ideally working in higher education.
    • Project Management experience.
    • Demonstrated ability to build relationships and to communicate effectively.
    • Experience using event platforms and web-based event management software.
    • Excellent customer service and verbal and written communication skills.
    • High level of attention to detail and ability to work independently.
    • Highly organized, efficient, and process-oriented to manage many competing priorities simultaneously.
    • Exceptional interpersonal skills and an ability to work collaboratively and effectively with others in a team environment.Relevant education and experience may be substituted as appropriate.Preferred Qualifications
      • More than the required experience.
      • Knowledge and familiarity with interdisciplinary research programs.
      • Experience with The University of Texas at Austin administrative and event planning procedures (purchasing, accounting, travel, etc.).
      • Proficiency in Adobe Creative Suite or similar software design programs.
      • Experience with data collection and analysis.
      • Experience with reporting, especially to donors.Salary Range$60,000+ depending on qualificationsWork ShiftOccasional evenings and weekends required for programs and events.Required Materials
        • Resume/CV
        • 3 work references with their contact information; at least one reference should be from a supervisor
        • Letter of interestImportantfor 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 additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure thatALLRequired Materials have been uploaded. Once your job application has been submitted, you cannot make changes.Important for Current university employees and contingent workers:As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.----Employment Eligibility:Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.----Retirement Plan Eligibility:The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.----Background Checks:A criminal history background check will be required for finalist(s) under consideration for this position.----Equal Opportunity Employer:The University of Texas at Austin, as an equal opportunity/affirmative action employer,complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.----Pay Transparency:The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.----Employment Eligibility Verification:If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.----E-Verify:The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university's company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:
          • E-Verify Poster (English) [PDF]
          • E-Verify Poster (Spanish) [PDF]
          • Right To Work Poster (English) [PDF]
          • Right To Work Poster (Spanish) [PDF]----Compliance:Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.

Keywords: University of Texas at Austin, Austin , Administrative Manager, Executive , Austin, Texas