Administrative Manager

University of Utah

Salt Lake City (UT)

Hybrid

USD 75,000 - 95,000

Full time

6 days ago

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Job summary

University of Utah seeks an Administrative Manager to lead the Department of Mechanical Engineering's administrative, academic, and personnel operations. The role advises the Department Chair and liaises with college and university offices to ensure compliant, efficient operations.

The position covers strategic leadership, staff supervision, faculty affairs, and financial oversight, with responsibilities spanning hiring, onboarding, visa support, and departmental communications.

Qualifications

Requires a bachelor’s degree (or equivalent) and substantial related experience.
Open to candidates with a master’s degree and relevant experience.
Excellent communication and organizational skills required.

Responsibilities

Provide administrative leadership for the Department of Mechanical Engineering.
Supervise administrative staff and manage hiring, onboarding, and remote-work arrangements.
Oversee faculty processes, reviews, and personnel records.
Support curriculum management, course scheduling, and academic operations.
Coordinate office services, space, and event logistics.

Skills

Excellent communication

Microsoft software proficiency

Organizational skills

Leadership

Education

Bachelor's degree

Master's degree

Tools

Microsoft Word

Microsoft Excel

PowerPoint

OneNote

Outlook

Teams

Job description

Administrative Manager

Job Summary

Administrative / Office Services Management

The Administrative Manager provides strategic, operational, and supervisory leadership in the John and Marcia Price Collegeof 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 Manager oversees 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

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.

Requisition Number:

PRN46320B

Full Time or Part Time?

Full Time

Work Schedule Summary:

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

Department:

00068 - Mechanical Engineering

Location:

Campus

Pay Rate Range:

$75,000 to $95,000