Office Manager

uthscsa.edu; San Antonio, Northern (TX, KY); Hybrid; USD 42,000 - 68,000; Full time

Job summary

UT Health San Antonio is seeking an experienced Administrative Services Manager to oversee daily office operations, bookkeeping, reports, scheduling, records management and facilities coordination. The role collaborates with department leaders, coordinates HR activities for recruitment, maintains personnel records, and ensures policy compliance.

Strong MS Office skills and discretion are essential. This on-site position offers comprehensive benefits and opportunities to contribute to UT Health

Qualifications

• Five (5) years administrative experience is required.
• Bachelor's Degree degree required is required.

Responsibilities

• Organizes and directs office services and day-to-day operations and procedures to include bookkeeping, preparation of reports, coordinating medical staff appointments, mail and messenger services, records management, facilities management, and other administrative/clerical services as assigned.
• Researches, evaluates, and recommends office supplies and equipment purchases to minimize costs and meet department's operational needs.
• Coordinates and completes related human resources activities for recruitment and hiring of new faculty and staff.
• Oversees reporting of automated and manual time card transactions.
• Provides human resources support for department(s) or designated area(s) and acts as departmental liaison to Payroll, Human Resources or other Institution offices.
• Maintains and coordinates personnel record keeping and transactions for the department including staff recruitment, appointments, status changes, special leave requests, terminations, attendance records and department performance evaluations.
• Manages and coordinates the activities of office personnel by determining work procedures and assigning duties.
• Reviews work for exactness, neatness, and conformance to policies.
• Serves as a liaison between staff and departments to coordinate and provide overall continuity of staff activities.
• Performs all other duties as assigned.

Skills

Managerial/Supervisory

Administrative processes

MS Office suite

Confidentiality

Organizational skills

Communication

Interpersonal skills

Education

Bachelor's Degree

Job description

Manages administrative activities and procedures to ensure staff, equipment, supplies, and other resources are used effectively and economically. Supports department leaders to carry out office administration policies, programs, and activities that minimize disruptions to normal operations.

Responsibilities

• Organizes and directs office services and day-to-day operations and procedures to include bookkeeping, preparation of reports, coordinating medical staff appointments, mail and messenger services, records management, facilities management, and other administrative/clerical services as assigned.
• Researches, evaluates, and recommends office supplies and equipment purchases to minimize costs and meet department's operational needs.
• Coordinates and completes related human resources activities for recruitment and hiring of new faculty and staff.
• Oversees reporting of automated and manual time card transactions.
• Provides human resources support for department(s) or designated area(s) and acts as departmental liaison to Payroll, Human Resources or other Institution offices.
• Maintains and coordinates personnel record keeping and transactions for the department including staff recruitment, appointments, status changes, special leave requests, terminations, attendance records and department performance evaluations.
• Manages and coordinates the activities of office personnel by determining work procedures and assigning duties.
• Reviews work for exactness, neatness, and conformance to policies.
• Serves as a liaison between staff and departments to coordinate and provide overall continuity of staff activities.
• Performs all other duties as assigned.

Qualifications

• Managerial/Supervisory: Ability to plan, assign, delegate and/or supervise the work of others.
• Knowledge: Demonstrated knowledge with administrative processes.
• Proficiency with Microsoft Word, Excel, PowerPoint, Internet Explorer, and Outlook.
• Confidentiality: Ability to process and handle confidential information with discretion.
• Organizational Skills: Excellent organizational, prioritization, time and project management abilities.
• Communication: Excellent written, verbal, and interpersonal communications skills.
• Ability to establish and maintain effective working relationships.

Experience:

• Five (5) years administrative experience is required.

Education:

• Bachelor's Degree degree required is required.

Required Skills

• Five (5) years administrative experience is required.

This position may require the ability to maintain the security and integrity of UT San Antonio and its infrastructure per Texas EO-GA-48.

About Us

The University of Texas at San Antonio (UT San Antonio) is a nationally recognized, top-tier public research university that unites the power of higher education, biomedical discovery and healthcare within one visionary institution. As the third-largest research university in Texas and a Carnegie R1-designated institution, UT San Antonio is a model of access and excellence — advancing knowledge, social mobility and public health across South Texas and beyond. UT San Antonio serves approximately 42,000 students in 320 academic programs spanning science, engineering, medicine, health, liberal arts, AI, cybersecurity, business, education and more. With 17,000 faculty and staff, UT San Antonio has been recognized by Forbes as one of America's Best Employers for Company Culture .

Benefits Overview

UT Health San Antonio offers an excellent benefits package for its employees. Employees who work at least 20 hours a week, with an appointment of at least 4.5 months, are eligible for benefits.

Medical - UT SELECT Medical insurance is offered free for employees and administered by Blue Cross and Blue Shield of Texas. Family members can be added to the plan through payroll deduction. Employees and their dependents can also receive discounted copays and coinsurance when using UT Health Physicians, a network of 800 premier physicians including more than 100 specialists. Employees receive $50,000 of group term life insurance and $50,000 of basic accidental death and dismemberment insurance for free, with options to purchase additional employee and dependent coverage for both at group rates.

Dental - Three dental insurance plan options are available for employees and their families through Delta Dental Insurance Company, two PPOs and one dental HMO plan. Both PPO plans allow employees to choose any licensed dentist.

Vision - Fully insured Vision Care benefits are offered by Superior Vision Services. Two vision plan options that offer either standard or enhanced vision benefits.

Disability - Employees can enroll in the Disability Insurance which provides income if a non-work related illness or injury prevents you from working.

FSAs - Employees can enroll in flexible spending accounts (FSAs) to set aside money from earnings before taxes for qualifying dependent day care expenses or out-of-pocket health care expenses.

Retirement - Employees are eligible for either the Teacher Retirement System (TRS) or the Optional Retirement Plan (ORP). TRS is a defined benefit retirement plan which UT Health matches employee contributions. ORP is for eligible faculty staff employees. Voluntary retirement programs are also available to invest before- or after-tax dollars with the choice of five quality retirement plan providers.

Time Off - A generous leave program offers multiple paid leave options:

• Front-loaded Paid Time Off: 128 to 208 hours (16 to 26 days) of Paid Time Off based on years of service, given at the start of each fiscal year. PTO may be prorated in year one based on date of hire.
• Extended Illness Bank: 8 hours (1 day) accrued per month which can be used for illness or injury after one day of Paid Time Off is taken.
• Paid Family Leave: Up to 240 hours (6 weeks) to care for a spouse, child, or parent after 6 months of consecutive employment.
• Holidays: 12 set paid holidays each year.

Discounts - Employees enjoy a range of discounts on services, tickets, and gym membership.

EEO Statement

UT Health San Antonio is an equal employment opportunity and affirmative action employer. It is our policy to promote and ensure equal employment opportunity for all individuals without regard to race, color, religion, sex, gender identity, national origin, age, sexual orientation, disability, or veteran status.

Job Info

• Job Identification 7038
• Job Category Administration
• Locations 0313 8403 Floyd Curl Drive, San Antonio, TX, 78229, US (On-site)
• Job Schedule Full time
• Organization R1800 - VPR FSC, R1000 - SEVP for Research & Innovation, UT Health Science Center, UT Health Science Center
• Department R1000 - SEVP for Research & Innovation