Administrative Manager

utaustin; United States; On-site; USD 60,000 - 76,000; Full time

Job summary

UT Austin seeks an Administrative Manager for the Department of Social and Cultural Analysis on the UT Main Campus. The role provides strategic and operational leadership for administrative, financial, facilities, and compliance functions, ensuring compliant and efficient departmental operations.

Immediate start date and a 40-hour workweek on site. The successful candidate will manage day-to-day operations, budgeting, purchasing, records, and liaison with university stakeholders, supporting the

Responsibilities

• Manage the day-to-day administrative operations and technical services of the department, ensuring compliance with university policies and procedures.
• Oversee facilities space allocation, office moves, onboarding logistics, and building access procedures.
• Prepare, maintain, and report on annual operating budgets and project-specific micro budgets.
• Coordinate procurement, invoices, and vendor payments in line with UT policies.
• Liaise with central offices and stakeholders to support departmental goals.

Job description

Job Posting Title

Administrative Manager

Hiring Department

Department of Social and Cultural Analysis

Position Open To

All Applicants

Weekly Scheduled Hours

40

FLSA Status

Exempt from FLSA

Earliest Start Date

Immediately

Position Duration

Expected to Continue

Location

UT MAIN CAMPUS

Job Details

General Notes

What benefits do I receive with UT? The university offers an impressive benefits package. For more details on benefits, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards

For more information about the College of Liberal Arts, please visit: https://liberalarts.utexas.edu/

Our college seeks to build a supportive, growth-minded community and cultivate outstanding and courageous leaders. For more information on the college staff leadership academy, please visit: https://liberalarts.utexas.edu/resources-for-faculty-staff/staff-leadership-academy/

For more information on college staff professional development, please visit: https://wikis.utexas.edu/display/larc/Staff+Professional+Development+Fund

Purpose

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.

Responsibilities

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.