Administrative Manager

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

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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.

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.

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 (Pro Card), 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.

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…