Administrative Manager (S04566P)
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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.
Posting Details
Position Information
Posting Number S04566P
Position Title Administrative Manager (S04566P)
Department Faculty Affairs
Location Arlington
Job Family Administrative Support
Position Status Full-time
Work Hours Standard
Work Schedule
Monday – Friday; 8:00 AM – 5:00 PM
Open to External and Internal
FLSA Non-Exempt
Salary Salary is commensurate based on qualifications and relevant
experience.
Duration Funding expected to continue
Pay Basis Monthly
Benefits Eligible Yes
Job Summary
The Administrative Manager for the Division of Faculty Affairs performs a
broad scope of fiscal and human resource duties and provides guidance to the
Vice Provost for Faculty Affairs and reporting units in support of UTA
policies and procedures. Work closely with the leadership team in DFA (Vice
Provost, Associate Vice Provost, Assistant Vice Provost, Director of CRTLE,
Director of CSL, Associate Director of CRTLE and Director of QEP) and the DFA
units (Center for the Integration of Research and Teaching in Learning and
the Center for Service Learning) for financial planning, resource allocation
and business operations. Develop advanced business and financial models to
support Division goals and key performance metrics. Provide leadership to the
Division related to fiscal and human resources and assist with the planning,
organizing, coordinating and oversight of the business operations functions in
accordance with established university goals, priorities, timelines, funding
limitations and/or other specifications. Engage directly in the delivery of
administrative support services. Create, implement, and continuously improve
standard administrative processes in the areas of personnel actions, budget
assistance, and leadership support (calendar, meetings, report development.)
Essential Duties and Responsibilities
Oversee and engage in the delivery of administrative services.
Establish and deliver a set of administrative support services. Core
services to include:
Budget and financial reporting
Continually monitor cost centers to assist in the preparation of reports, analytics, and budgeting process.
Procurement activities, including Procard Payments, and Requisitions.
Travel arrangements
Payroll and timecard support
Basic administrative support
Prepare reports and/or PowerPoint presentations, proofreading, and conduct
related research as necessary to complete reports for internal and
external constituencies.
Serve as a knowledgeable and helpful resource in respect to the Division
of Faculty Affairs' policies and procedures related to faculty development
needs and provide accurate output to the leadership team.
Work with team to implement and continuously improve the delivery of the
Division's services and processes. Recommend changes to services to better
meet faculty and administrators' needs.
Assist with special projects, requiring problem solving, research and
recommendation of next steps
Serve as a liaison between the Vice Provost for Faculty Affairs Office and
the departmental units in relation to faculty annual reviews.
Processes, monitors, and controls expenditures; coordinates with the Vice
Provost and Program Director on budget and expenditures related to the
following programs/units:
-Center for Research on Teaching and Learning Excellence
-Center for Service Learning
-Faculty Professional Development Initiatives
-Academic Leadership Academy
Reconcile the monthly Statement of Accounts; review the business unit's
expenditures, budget transfers, interdepartmental transfers, and
accounting corrections.
Design and manage an effective and efficient system of internal controls
and procedures to produce reliable and accurate financial information
which complies with university regulations, policies and procedures.
Enforce internal procedures and controls and problem resolution.
Work with supervisor and team to establish performance metrics to ensure
customer satisfaction.
Assist with special projects, requiring problem solving, research and
recommendation of next steps.
Assist with budgetary duties and performing account reconciliations within
established time frames for Vice Provost's Office.
Provide oversight of the purchasing process within DFA; process payments,
pro-cards, through UTA Financial Management System for the Vice Provost's
Office including daily management and document retention
Coordinate communications for administrative projects and events (i.e.,
performance evaluations, purchasing deadlines, etc.)
Respond to audit requests and gather documentation and financial records.
Coordinate records retention and destruction procedures for the Vice
Provost's Office.
Processes, monitors, and controls expenditures; coordinates with the Vice
Provost and Program Director on budget and expenditures related to the
following programs/units:
-Center for Research on Teaching and Learning Excellence
-Center for Service Learning
-Faculty Professional Development Initiatives
-Academic Leadership Academy
KNOWLEDGE , SKILLS AND ABILITIES:
Ability to contribute to a positive and inclusive work environment.
Ability to collaborate with relevant others to proactively identify and
provide optimal solutions.
Ability to fully engage in effective communication and knowledge sharing.
Possesses a strong customer-focused mindset that demonstrates active and
attentive understanding and responsive problem-solving.
Excellent oral and written communication skills.
Ability to multitask, organize, prioritize and work with initiative both
independently and within a team environment.
Attention to detail, decision-making and problem-solving skills.
Ability to maintain a high degree of confidentiality.
Must be highly motivated, team oriented and strong business skills.
A professional capable of managing a significant workload and prioritizing
tasks in a fast- paced office environment.
Required Qualifications
Bachelor's degree and seven (7) years of related experience in
administrative support; or any equivalent combination of education,
training and experience.
Advanced proficiency in the use of Microsoft Word, Excel, and PowerPoint
and all other university standard software (on a scale of Basic,
Intermediate, Advanced, and Expert).
Proven intermediate proficiency in process improvement (on a scale of
Basic, Intermediate, Advanced, and Expert).
Preferred Qualifications
Bachelor's degree and ten (10) years of related experience in
administrative support.
Five (5) years of supervisory experience.
Advanced knowledge of PeopleSoft.
Advanced knowledge of accounting procedures, fund accounting, internal
controls, Human resources, budget preparation and budget administration.
Familiarity with UT System policies and procedures.
Outstanding knowledge of computer technology, including the ability to use
specialized software packages such as spreadsheets, word processing, and
database management.
Working Conditions
Standard office environment.
Special Conditions for Eligibility
Working Title Administrative Manager
EEO Statement
UTA is an Equal Opportunity/Affirmative Action institution. Minorities, women,
veterans and persons with disabilities are encouraged to apply. Additionally,
the University prohibits discrimination in employment on the basis of sexual
orientation. A criminal background check will be conducted on finalists. The
UTA is a tobacco free campus.
Posting Detail Information
Number of Vacancies 1
Desired Start Date
Open Date
Review Start Date
Open Until Filled
Minimum Number of References Required 3
Maximum Number of References Accepted
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.
Requirement Questions
Required fields are indicated with an asterisk ().
Documents Needed To Apply
Required Documents
Resume or CV
Cover/Interest Letter
Optional Documents
