Administrative Manager - Projects Coordinator

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Position Open To:

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Weekly Scheduled Hours:

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Earliest Start Date:

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Position Duration:

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Location:

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Job Details:

Provide high-level, responsible administrative and project support for the LBJ School's Leadership team under the guidance of the Assistant Director of Information Technology & Facilities Services. This is an opportunity for a team-oriented professional to utilize their experience in supporting a range of university business and administrative functions.

• Supervision & Administrative Support: Provide administrative support and project coordination assistance to the Chief Business, Marketing, and Development Officers to support efficient and effective business operations and workflows in the LBJ School. Assist in travel coordination: independently coordinate travel arrangements for the LBJ leadership team, including booking flights and handling necessary arrangements.Prepare the entertainment forms or other documents as needed. Handle sensitive and complex issues in a professional and objective manner. Oversee responsibilities and performance through direct supervision of the Administrative Associate and student employees. Serve as backup for various positions, such as the Business and Administrative Services Manager, procurement staff, program staff, and others, to ensure business continuity and maintain service levels.

• Project Management: Manage and coordinate aspects of assigned projects, including renovations, equipment outfitting activities, project submittals, creation of budget proposals, and project portfolios. Interface with Facilities Services, Campus Construction, Departments, Environmental Health, Fire Marshalls, Contractors, Vendors, etc. as necessary for projects. Process and manage all work orders, including plumbing, locks and keys, electric, PMCS, furniture, events, moving, etc. Maintain departmental representation on all projects.

• Building Facilities & Operation: Oversee building maintenance, repair, and safety for LBJ and all common areas. Oversee infrastructure and troubleshoot building problems, ensure preventative building maintenance is managed, and prepare and submit work orders for repairs. Submit numerous requests using UT Works and other methods to complete the task.Responsible for facilitating and coordinating the removal and retrieval of surplus property to and from the LBJ areas. Oversee LBJ inventory and confirm the school is compliant with UT inventory requirements, including meeting inventory deadlines. Key Request point of contact for the department. Coordinate department access through the Building Access Card System (BACS) and serve as a primary point of contact for access-related issues. In conjunction with the Dean and Chief Business Officer (CBO), manage use and occupancy of all offices and space in LBJ. Provide recommendations for space available for new faculty and students to the Dean and CBO. Coordinate office location records in Workday with the HR team.

• Faculty & Ad Hoc Event Coordination: Coordinate all logistics for administrative events and work with faculty. This will involve identifying needs and resources, creating detailed project plans, and coordinating staffing with key stakeholders. Collaborate with the Communications team to meet marketing and communication needs and work closely with the LBJ Library for events related to the LBJ Foundation and the LBJ School.

• Other duties as assigned.

• Bachelor's degree and three years of administrative or program coordination experience. Professional demeanor.

• Experience working with confidential information and providing advanced administrative or program support using tact, discretion, and diplomacy.

• Experience creating and maintaining spreadsheets or databases and experience with data entry and maintaining accurate records.

• Proficient in Microsoft Office applications, including Excel and Outlook. Ability to quickly learn to use new technologies/software.

• Demonstrated ability to meet deadlines and to successfully identify, organize, and complete tasks independently and in a team environment.

• Demonstrated excellent written, verbal, and interpersonal communication skills.

• Proactive and flexible approach with a high degree of initiative.

Relevant education and experience may be substituted as appropriate.

• Bachelor's degree in business administration, management, or a related field.

• Five or more years of experience providing support to leaders at the director level or above or coordinating/administering programs or projects in an academic environment.

• Experience preparing reports using data from a variety of sources.

• Experience with Momentus, Zendesk, SmartSheet, Microsoft Access, and/or Workday.

• Experience using related UT Austin systems such as FRMS, UTWORKS, DEFINE, and other related web/mainframe applications.

$70,000 + depending on qualifications

• May work around standard office conditions.

• Repetitive use of a keyboard at a workstation.

• Lifting/pushing/pulling up to 30 pounds.

• Use of manual dexterity.

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

• Letter of interest

Importantfor 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.

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Employment Eligibility:

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Retirement Plan Eligibility:

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Background Checks:

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

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Equal Opportunity Employer:

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.

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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.

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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 documents 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.

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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:

• E-Verify Poster (English) [PDF]
• E-Verify Poster (Spanish) [PDF]
• Right To Work Poster (English) [PDF]
• Right To Work Poster (Spanish) [PDF]

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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 HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.