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
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