Administrative Manager

Company: University of Texas at Austin
Location: Austin
Posted on: February 16, 2025

Job Description:

Job Posting Title:Administrative Manager----Hiring Department:Office of Accounting----Position Open To:All Applicants----Weekly Scheduled Hours:40----FLSA Status:Exempt----Earliest Start Date:Immediately----Position Duration:Expected to Continue----Location:UT MAIN CAMPUS----Job Details:General NotesAccounting & Financial Management provides range of financial services and operations to support the fiscal integrity of the University. For more information on Accounting & Financial Management please visit: This position provides for work-life balance with typically a 40-hour work week.Your skills will make a difference.You'll be working for a university that is internationally recognized for our academic programs and research. Your work will make a difference in the lives of FAS staff, thereby enhancing the student experience. If you're the type of person that wants to know your work has meaning and impact, you'll like working in our department and for UT Austin.UT Austin provides an outstanding benefits package including but not limited to:

• Competitive health benefits (employee premiums covered at 100%, family premiums at 50%)
• Voluntary Vision, Dental, Life, and Disability insurance options
• Generous paid vacation, sick time, and holidays
• Teachers Retirement System of Texas, a defined benefit retirement plan, with employer matching funds
• Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b)
• Flexible spending account options for medical and childcare expenses
• Robust free training access through LinkedIn Learning plus professional conference opportunities
• Tuition assistance
• Expansive employee discount program including athletic tickets
• Free access to UT Austin libraries and museums with staff ID card
• Free rides on all UT Shuttle and Austin CapMetro buses with staff ID cardFor more details, please see: and .Must be authorized to work in the United States on a full-time basis for any employer without sponsorship.PurposeThis position will oversee the front desk administrative team for Accounting and Financial Management (AFM). The administrative team is responsible for supporting Accounting and Payroll by ensuring the efficient operation of business functions within the unit.Responsibilities
  • Provide executive level administrative support, guidance and leadership to Accounting and Financial Management which includes providing support to the Controller, Executive Director, Directors, and various other supervisory and support staff positions. Manage day-to-day operations, coordinate office space, and oversee procurement and travel activities and account expense reconciliations.
  • Supervise, train and develop the AFM Administrative and Customer Service staff and student workers. Provide feedback related to performance and work with staff to identify training opportunities and set performance and career goals. Ensure quality customer service to employees and departments.
  • Serve as the liaison to HRSS and provide Human Resource services for AFM as follows: facilitate recruiting, hiring and termination business processes for AFM to include overseeing employee onboarding and off-boarding; coordinate with HRSS to facilitate position and compensation changes.
  • Serve as backup for Customer Service team including responding to all emails and phone calls received by the AFM and Payroll Customer Service Team. Maintain team documentation. Oversee Verification of Employment requests made by financial institutions and employees.
  • Provide direct support to the AFM Leadership to include scheduling meetings, drafting and sending correspondence, keeping files, and assignments relating to special projects.
  • Other related duties as assigned.Required Qualifications
    • Bachelor's degree and three years of professional administrative experience, or high school graduation or GED and seven years of professional administrative experience.
    • Demonstrated experience in administrative roles within an organization, showing a progression of responsibilities over time. Strong working knowledge of Microsoft Office Suite.
    • Excellent time management, organization and decision-making skills.
    • Excellent written and verbal communication skills. Ability to prioritize work and work of others.
    • Capacity to manage and balance set of responsibilities effectively.Relevant education and experience may be substituted as appropriate.Preferred Qualifications
      • Bachelor's degree and more than three years of direct supervisory experience.
      • Demonstrated experience working within University Mainframe program, *DEFINE, and Workday. Experience with UT Austin travel rules, procedures, and business systems.
      • Demonstrated experience with procurement card reconciliation.
      • Demonstrated experience in researching and interpreting policies.
      • Demonstrated experience providing guidance to staff and faculty regarding University policies and procedures.Salary$60,000/yearWorking Conditions
        • Generally standard office conditions
        • Repetitive use of keyboard at workstation.Work Shift
          • Position's 8-hour per day schedule is based on providing in-person support during lobby hours between 9am - 4pm.Required Materials
            • Resume/CV
            • 3 work references with their contact information; at least one reference should be from a supervisor
            • Letter of interestImportantfor applicants who are NOT current university employees or contingent workers:You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure thatALLRequired Materials have been uploaded. Once your job application has been submitted, you cannot make changes.Important for Current university employees and contingent workers:As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.----Employment Eligibility:Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.----Retirement Plan Eligibility:The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.----Background Checks:A criminal history background check will be required for finalist(s) under consideration for this position.----Equal Opportunity Employer:The University of Texas at Austin, as an ,complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.----Pay Transparency:The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.----Employment Eligibility Verification:If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.----E-Verify:The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university's company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:
              • [PDF]
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              • [PDF]----Compliance:Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in .The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.

Keywords: University of Texas at Austin, Austin , Administrative Manager, Executive , Austin, Texas