The University of Texas at Austin Administrative Manager - Administration and Faculty Affairs Manager in Austin, Texas

Administrative Manager - Administration and Faculty Affairs Manager

Hiring department

Surgery

Monthly salary

$5,416+ depending on qualifications

Hours per week

40.00 Standard from 800AM to 500PM

Posting number

18-05-17-01-9016

Job Status Open

FLSA status Exempt

Earliest Start Date Immediately

Position Duration Funding expected to continue

Position open to all applicants

Location Austin (main campus)

Number of vacancies 1

General Notes

None provided

Required Application Materials

  • A Resume is required in order to apply

  • A Letter of Interest is required in order to apply.

  • A List of 3 References is required in order to apply.

Additional Information

Purpose

To provide programmatic, analytical and administrative management and support to the Department of Surgery and Perioperative Care of the Dell Medical School.

Essential Functions

Manage regular and adjunct faculty appointment, annual review and promotion processes, including organization of faculty records and letters of recommendation, and timely notification of status. Support faculty governance, including preparing agendas, materials, and minutes for faculty meetings and committees. Supervise Senior Administrative Associate and Administrative Associate, and student workers. Support procurement and contract management for external vendors, clinical partnerships and educational services. Manage required Human Resources processes and documents for faculty appointments, staff hiring and student/volunteer workers, including immigration-related forms when necessary. Create and manage organizational systems, onboarding materials, departmental policies, presentations, financial analyses and other documents, including the Departmental calendar. Compose and prepare memos, correspondence, reports, meeting agendas, and notes. Assist with follow-up materials as requested. Maintain well-organized physical and electronic copies of documents for office files. Support key initiatives by providing background research and supporting project management for new activities. Ensure tracking and management of Departmental expenditures versus budget and per University of Texas at Austin and Dell Medical School policies and procedures. Coordinate functions and events on and off of the University campus, including securing venues and associated logistics (e.g., catering, audiovisual support), developing invitations and promotional material, and tracking attendance. Assist with the administrative onboarding and training of new faculty and staff, including securing space, IT support, and calendaring assistance. Maintain accurate, up-to-date list of key Department contacts and oversee the development and dissemination of regular communications (e.g., Departmental newsletter, website and wiki content) and special notifications to key Departmental stakeholders. Ensure the timely and accurate processing of departmental reimbursements and travel authorizations on an as-needed basis. Coordinate Departmental Activities with other Dell Medical School, UT Austin, and partner organization departments as necessary. Manage office projects using tasks lists, including creating, designing and implementing processes and procedures utilizing current technology. Provide scheduling and calendaring support on an ad-hoc basis. Work collaboratively with other staff of the Dell Medical School and across the University of Texas at Austin campus to provide counsel on administrative matters or decisions affecting interdepartmental relationships. Maintain broad organizational perspective to effectively carry out internal and external relationships of the Department of Surgery and Perioperative Care. Support the Chair and Departmental Executive Team with other requests as needed.

Marginal/Incidental functions

Other related functions as assigned.

Required qualifications

Bachelor's degree or higher. At least five years of experience in an administrative or project management role. Effective communicator with excellent oral, written, and interpersonal communication skills. Demonstrated problem-solving skills and judgment - ability to work efficiently and flexibly in a fast-paced environment with minimal guidance. Outstanding organizational and time-management skills. Professional demeanor with tact and respect at all times. Ability to address individuals and information with a high degree of sensitivity and confidentiality in various delicate, formal or urgent situations. High level of proficiency with Microsoft Office programs: Excel, PowerPoint, Word, Outlook, Visio, etc. Familiarity with business processes and project management. The Dell Medical School is especially interested in qualified candidates who can contribute to diversity and excellence within the learning health system. At the Dell Medical School we strive to create a vital, inclusive health ecosystem. To ensure alignment, we follow these fundamental values: https://dellmed.utexas.edu/culture. Equivalent combination of relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Experience as a supervisor. Familiarity and experience with University of Texas at Austin policies and processes, particularly around faculty appointment, review and promotion. Experience working within a health care delivery organization. Experience working in an academic medical center environment. Private sector experience. Experience using Smartsheets or other project management software.

Working conditions

May work around standard office conditions

Repetitive use of a keyboard at a workstation

A criminal history background check will be required for finalist(s) under consideration for this position.

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.

The University of Texas at Austin, as an equal opportunity/affirmative action employer, 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.

If hired, you will be required to complete the federal Employment Eligibility Verification form, I-9. You will be required to present acceptable, original documents to prove your identity and authorization to work in the United States. Information from the documents will be submitted to the federal E-Verify system for verification. Documents must be presented no later than the third day of employment. Failure to do so will result in dismissal.

UT Austin is a Tobacco-free Campus