Sr. Administrative Manager, SON Student Affairs​/Admissions

Senior Manager

Provides senior level managerial oversight to a department or division in regards to planning, fiscal activities, business operations and/or administrative functions.

Minimum Qualifications:

Bachelor's degree or equivalent in related field and four years related experience.

Job Duties:

Essential Functions:

Policies and Procedures

• Develop, review and update department policies and procedures, ensuring alignment with University policies
• Organize and lead orientation of new OASA employees
• Collaborate with Associate Dean in establishing and attaining goals and objectives and manage office in Associate Dean's absence
• Serve as liaison with Texas Board of Nursing for initial licensure. Keep abreast of BON policy and ensure BSN admission staff procedures and policies are in BON compliance. Identify and resolve potential student BON issues.

Budget and Fiscal Responsibilities

• Coordinate procurement and tracking of equipment and supplies to ensure best value and within OASA budget
• Co-manage departmental budget planning and development process with Associate Dean
• Monitor budget and complete monthly reconciliation for OASA's five accounts using Data Mart
• Serve as Key Control Officer for OASA for the processing of all student badge requests
• Serve as Timekeeper for OASA. Resolve employee issues as needed.

Data & Reports

• Develop reports and queries using NCAS, Campus Solutions, and Qlik
• Conduct research, analyze key results, and prepare reports regarding admission, enrollment and graduation information
• Complete admission and graduation sections of annual reports as requested by SON leadership. Examples include AACN Annual Survey and US News.
• Complete two versions of the Term Enrollment Report each semester on the first day of class and the day after Census

Publications

• Manage Academic Calendar and timelines for key events. Work closely with Department Chairs to develop academic program dates and deadlines.
• Edit and update the New Student Guide, SON Bulletin, Student Handbook, and other documents as needed. Review UTMB General Catalog.
• Compile and prepare Certification Lists of graduates each semester - separate lists for undergraduate and graduate levels
• Prepare Dean's List of Academic Award letters each semester - Traditional BSN only

Management Responsibilities

• Supervise Administrative Assistant and other support staff as assigned
• Serve as OASA advisor for Student Nurses Association
• Attend monthly Board and General meetings
• Provide administrative support

Special Events

• Manage White Coat Ceremony
• Secure date and venue. Submit catering and audio visual orders.
• Order pins from Gold Foundation and coats from Lamont (current vendor)
• Issue and track student order forms using Survey Monkey MS Forms
• Collaborate with SON staff on agenda, program, and menu
• Prepare and distribute coats at Orientation
• Compile and order program from UTMB print shop
• Recruit and instruct Student Ambassadors or SNA Officers
• Oversee White Coat Ceremony process on day of event
• Oversee annual Commencement
• Coordinate procedural changes with faculty and staff (follow Task List)
• Run reports of expected graduates each semester and maintain master spreadsheet that includes pin orders, regalia orders, and awards
• Prepare and submit required accounting forms to UTMB leadership
• Prepare and issue ballots using MS Forms
• Student ballots
• Faculty ballots
• Coordinate ordering instructions with Brandt (pins) and Bookstore (Balfour regalia)
• Coordinate faculty regalia orders if paid by the Dean
• Prepare list of awards for certificates and monetary deposits, and process through Peoplesoft
• Compile information and maintain Commencement webpages
• Order supplies and submit requests for services
• Compile and enter all information for official Commencement program
• Request information from SON staff and other UTMB departments
• Work closely with UTMB Print Shop for final product
• Coordinate with UTMB Campus Store:
• Cap and gown orders and delivery
• Announcement orders
• Coordinate audio visual and photography with UTMB and Moody Gardens
• Coordinate security with UTMB Police
• Submit People Soft documents for payment for venue, student awards, printing, and AV services
• Prepare students lists and cards for Commencement
• Serve…