Administrative Specialist (Administrative Manager)

The University of Texas at Arlington Portal; Virginia (MN); On-site; USD 70,000 - 100,000; Full time

Job summary

University of Texas at Arlington is seeking an Administrative Specialist (Administrative Manager) to support the AVP for Facilities Management and Campus Operations. The role manages special projects, internal operations, and communications with internal/external constituents, while assisting with reporting to UT System and THECB.

Responsibilities include keeping sensitive information confidential, maintaining the AVP’s calendar, coordinating information flow, and serving as a liaison with

Qualifications

• Bachelor’s degree plus ≥5 years relevant work experience in facilities management, construction, higher education, or related field.
• At least five years advanced-level administrative experience.
• Proficiency with Microsoft Office (Excel and PowerPoint).

Responsibilities

• Prepares and maintains sensitive project plans, budgets, and requirements with deadline pressure.
• Tracks progress and provides regular updates to the AVP.
• Relieves AVP of administrative detail and projects.
• Maintains the AVP’s complex calendar and scheduling.
• Acts as a liaison between AVP and university executives.

Skills

MS Office

Communication

Organization

Discretion

Education

Bachelor's degree

Master's degree (preferred)

Tools

PeopleSoft

Concur

Job description

Administrative Specialist (Administrative Manager)

Please see Special Instructions for more details.

Applicants must include in their online resume the following information: 1) Employment history: name of company, period employed (from month/year to month/year), job title, summary of job duties and 2) Education: school name, degree type, and major.

Position Information

Posting Number

Posting Number S05985P

Position Title

Position Title Administrative Specialist (Administrative Manager)

Department

Location

Location Arlington

Job Family

Job Family Executive/Administration

Position Status

Position Status Full-time

Work Hours

Work Hours Standard

Work Schedule

Monday – Friday; 8:00am-5:00pm.

• Available 24 hours/7 days a week for communications regarding utility outages.

Open to

Open to External and Internal

Salary Salary is commensurate based on qualifications and relevant experience.

We are proud to offer a comprehensive benefits package to all our employees at the University.

To help you understand the full value of these benefits, we have created a tool that calculates the total worth of your compensation package. This tool takes into account all of the benefits that you are eligible for, including health insurance, retirement plans, and paid time off.

Job Summary

Administrative Manager reporting to the Assistant Vice President ( AVP ) for Facilities Management and Campus Operations, the primary responsibilities include managing special projects, managing daily internal operations (e.g., facilities policy review, unplanned emergencies), building and managing relationships with internal and external constituents, providing communication support, and assisting the AVP with a multitude of complex administrative tasks. This role serves as the principal aide responsible for several reporting requirements to UT System and Texas Higher Education Coordinating Board ( THECB ); examples include Library Equipment Repair and Rehabilitation ( LERR ) funding and Capital Construction Assistance Project ( CCAP ) requests for Capital Projects.

Essential Duties and Responsibilities

• Prepares and maintains sensitive project plans, budgets, and requirements often with deadline pressure as directed by the AVP’s vision.
• Tracks progress, solves problems, and provides regular updates to the AVP .
• Conducts comparative analysis of projects/special funding needs with aspirational peers.
• Research facilities data and matrix through Association of Physical Plant Administrators ( APPA ), as continued support for TIER I research goals and projects.
• Relieves AVP of administrative detail and projects including LERR , CCAP , grant funding, federal funding and capital projects.
• Responsible for maintaining reports for UT System and THECB and tracking changes and requirements.
• Operates at the highest level of confidentiality regarding personnel and financial matters, and skillfully manages unique situations with discretion.
• Acts as a liaison between the AVP and other University executives and offices with tact, courtesy, and confidentiality.
• Acts as a communications specialist, preparing a wide variety of correspondence for the AVP to present to the University President, Vice President Administration & Economic Development, and external audiences; ensures appropriate handling of sensitive materials and information.
• Primary point of contact for communications regarding utility outages with support from AVP and Directors.
• Maintains the AVP’s complex and extremely active calendar and logistical needs, exercising considerable discretion and judgment as to priorities and effective use of the AVP’s time.
• Confirms all meetings; gathers relevant data, statistics, meeting materials, and other pertinent information.
• Coordinates information flow; reviews, responds, and prioritizes emails and telephone calls for action and follow-up as appropriate.
• Performs other duties as assigned.

Minimum Qualifications

• Bachelor’s degree with at least five (5) years of relevant work experience in either Facilities Management, Construction, higher education or related field OR equivalent work experience
• At least five (5) years advanced-level administrative experience
• Proficiency with Microsoft Office (i.e., Excel, and PowerPoint).

Preferred Qualifications

• Master’s degree in Construction Management, Higher Education, or related field
• Ten years of experience providing support to upper-level management, preferably in higher education facilities management (of secondary education or large corporate facilities management) managing schedules, project descriptions, UT System construction planning forms, coordinating with clients and stakeholders at higher levels, (such as with deans and vice presidents on campus)
• Experience preparing cost accounting documents for construction projects using Excel spreadsheets.
• Experience with PeopleSoft, Concur, or UT System web-based systems.

Knowledge, Skills and Abilities

• Professional organizational skills, excellent attention to detail, ability to track, prioritize, and execute a variety of projects independently and expeditiously.
• Proficiency with Microsoft Office (i.e., Excel and PowerPoint).
• Professional written and communication skills.
• Working knowledge in support of a senior-level executive.
• Proven success working with and understanding large and complex organizations, including ability to manage large projects that cross organizational or departmental lines in fast-paced, results-oriented environment.
• Ability to manage sensitive and confidential situations and information with absolute discretion.
• Ability to work both independently and as a team member.
• Takes initiative, organizes, and completes projects with minimal supervision.
• Ability to handle public contacts with courtesy, clarity, and diplomacy.

Other Requirements

• This position involves the applicant to drive university vehicles, therefore a Class “C” operator’s license with 3 years of driving history is expected and the ability to complete university requirements.

Working Conditions

• Fast-paced work environment where an individual would be exposed to many different situations, including hazardous and non-hazardous conditions such as construction sites.

Special Conditions for Eligibility

CBC Requirement

It is the policy of The University of Texas at Arlington to conduct a criminal background check on any applicant who is under final consideration for employment with the University.

EEO Statement

It is the policy of The University of Texas at Arlington ( UTA or The University) to provide an educational and working environment that provides equal opportunity to all members of the University community. In accordance with federal and state law, the University prohibits unlawful discrimination, including harassment, on the basis of race, color, national origin, religion, age, sex, sexual orientation, pregnancy, disability, genetic information, and/or veteran status. The University also prohibits discrimination on the basis of gender identity, and gender expression. Retaliation against persons who oppose a discriminatory practice, file a charge of discrimination, or testify for, assist in, or participate in an investigative proceeding relating to discrimination is prohibited. Constitutionally-protected expression will not be considered discrimination or harassment under this policy. It is the responsibility of all departments, employees, and students to ensure the University’s compliance with this policy.

University Information

The University of Texas at Arlington is located in the heart of the Dallas-Fort Worth-Arlington metroplex, a vibrant and diverse metropolitan area that is home to over 7 million people, one of the fastest-growing tech economies in the United States, and a wide array of arts, entertainment, and cultural activities. UTA is a comprehensive teaching, research, and public service institution dedicated to the advancement of knowledge through scholarship and creative work. The University is committed to providing access and ensuring student success, and to a culture of innovation, entrepreneurship, and commercialization of discoveries by our community of scholars. With an enrollment of more than 40,000 students, UTA is the second largest in the University of Texas System. As a result of its combination of rigorous academics and innovative research, UTA is designated as a Carnegie R-1 “Very High Research Activity” institution. UTA ranks No. 4 nationally in Military Times’ annual “Best for Vets: Colleges” list and is among the top 30 performers nationwide for promoting social mobility of its graduates (U.S. News & World Report, 2023). UTA is designated by the U.S. Department of Education as both a Hispanic-Serving Institution ( HSI ) and an Asian American and Native American Pacific Islander-Serving Institution ( AANAPISI ), and it has one of the top 5 most ethnically diverse undergraduate student bodies in the United States (U.S. News & World Report, 2023). Its approximately 270,000 alumni, including some who occupy leadership positions at many of the 24 Fortune 500 companies headquartered in North Texas, contribute to UTA’s $22.2 billion annual economic impact on Texas.

Furthermore, UTA is poised to experience widespread growth in the near future. The university recently launched the first phase of its RISE 100 initiative aimed at recruiting 100 new tenure-system faculty to amplify research standing and position UTA as a leader in key scholarly areas; more details are available at https://www.uta.edu/administration/president/strategic-plan/rise100 . The successful candidate for this position will have the opportunity to join UTA during an exciting period of growth and contribute as the university broadens its impact.

ADA Accommodations

The University of Texas at Arlington is committed to providing reasonable accommodation to individuals with disabilities. If you require reasonable accommodation in completing this application, interviewing or otherwise participating in the employee selection process, please direct your inquiries to 817-272-5554 or email [e-mail] .

Number of Vacancies

Number of Vacancies 1

Minimum Number of References Required

Minimum Number of References Required 3

Maximum Number of References Accepted

Maximum Number of References Accepted 3

Special Instructions to Applicants

Applicants must include in their online resume the following information: 1) Employment history: name of company, period employed (from month/year to month/year), job title, summary of job duties and 2) Education: school name, degree type, and major.