Strategic Admin Manager — Experiential & Career Learning

The University of Texas at Austin; Utah; On-site; USD 59,000 - 72,000; Full time

Job summary

The University of Texas at Austin is seeking an Administrative Manager for Experiential & Career Learning within CNS. This role leads financial stewardship, purchasing and grant oversight across three offices, and manages staff hiring/onboarding, SOPs, and workflow development.

It’s ideal for someone who enjoys building efficient systems and supporting multiple offices with high student impact. Key responsibilities include budget tracking, reporting, and forecasting; coordinating purchasing;

Qualifications

• Bachelor's degree in a related field, and at least five years of progressively responsible experience in business operations, financial administration, or office management, ideally including process-ownership responsibility.
• An equivalent combination of relevant education and experience may be substituted as appropriate.
• Demonstrated experience managing budgets, purchasing, and financial reconciliation processes.
• Experience developing and maintaining SOPs, training materials, or workflow documentation.
• Experience with grant administration, contracts, or compliance processes.
• Excellent organizational, communication, and problem-solving skills.
• Ability to work independently, manage multiple priorities, and exercise sound judgment across multiple offices and stakeholders.
• Proficiency with Microsoft Office Suite and willingness to learn UT-specific systems (e.g., DEFINE, TouchNet/TXShop, UT Direct/FRMS, Workday).

Responsibilities

• Budget, Purchasing, and Financial Administration: Manage budget tracking, financial reporting, and forecasting across all unit accounts (30+) spanning the three offices, and lead annual budget preparation.
• Identify budget issues and recommend solutions to leadership.
• Apply University and internal policies to ensure financial transactions are compliant, and provide expert guidance on UT financial policies and procedures.
• Coordinate purchasing and voucher creation and approvals, and document financial operations SOPs.
• Coordinate with CNS Business Office for timely processing of financial transactions, reimbursements, and account transfers.
• Manage salary costing allocations across accounts and funding sources, and reconcile accounts.
• Administer TouchNet and other income generating programs and accounts.
• Staffing, Training, and Administrative Leadership: Lead the staff hiring/onboarding process and training on financial and administrative systems/processes for the administrative group and broader team, and design and maintain SOPs and workflows.
• Serve as the main administrative contact for the three offices and provide backup for administrative staff as needed.
• Supervise administrative staff as the team grows.
• Lead space management and serve as IT liaison for the offices.
• Strategic and Collaborative Projects: Provide administrative support to the Senior Director, including reports, meeting coordination, and recommendations for improved processes.
• Partner with leadership on strategic materials, including budgets, presentations, and reporting.
• Lead or support special projects and cross-office requests as assigned.
• Events, Logistics, and Travel Coordination: Provide financial oversight, final reconciliation, and administrative coordination for events.
• Coordinate faculty and student travel for programs, including travel requests and reimbursements.
• Grants and Contracts: Lead post-award grant administration, including expense tracking and compliance with sponsor and university requirements.
• Review and manage contracts and affiliation agreements to ensure they meet university and sponsor requirements.
• Team Engagement: Engage actively as a staff member on the Experiential and Career Learning team, participating in team meetings, events, communications, and day-to-day operations.
• Other duties as assigned, including supporting special projects and staffing events within CNS.

Skills

Budget management

Purchasing

Financial reconciliation

SOPs development

Training materials

Workflow documentation

Grants administration

Contracts/compliance

Organizational skills

Communication

Education

Bachelor's degree in a related field

Tools

DEFINE

TouchNet/TXShop

UT Direct/FRMS

Workday

Job description

The University of Texas at Austin is seeking an Administrative Manager for Experiential & Career Learning within CNS. This role leads financial stewardship, purchasing and grant oversight across three offices, and manages staff hiring/onboarding, SOPs, and workflow development.

It’s ideal for someone who enjoys building efficient systems and supporting multiple offices with high student impact. Key responsibilities include budget tracking, reporting, and forecasting; coordinating purchasing;