Administrative Manager

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-rewardsFor 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. Plan short- and long-range administrative projects and help formulate strategies for implementation. Records, Communications, and Information Management • Create, manage, and update all listservs for the department. Track office assignments and oversee creation of the departmental directory. Create, update, and manage the departmental website, including creating and managing all internal request forms. Manage faculty and staff lists on the website and update the COLA database with faculty information. Serve as Records Management coordinator for the department; create and maintain filing systems. Serve as DocuSign Unit Coordinator for the department. Assist in the production and submission of the department newsletter. Other Related Functions as Assigned • Represent the Department Manager in their absence as needed. Attend departmental staff meetings. Provide consultation regarding contractual and technical duties delegated to support staff. Participate in professional development act