Administrative Operations Manager, Texas McCombs

Full-time 8 months ago

Employment Information

Industry Operations Manager

Salary $60,000 - $65,000 /

Experience 7 Year

Job type Full-time

Location Hybrid work in Austin, TX 78701, Hybrid work in Austin, United States of America

Job Posting Title:

Administrative Operations Manager, Texas McCombs

Hiring Department:

Red McCombs School of Business

Position Open To:

All Applicants

Weekly Scheduled Hours:

FLSA Status:

Exempt

Earliest Start Date:

Immediately

Position Duration:

Expected to Continue

Location:

UT MAIN CAMPUS

Job Details:

General Notes

Texas McCombs is a top business school at the center of one of the most innovative cities in the U.S. The McCombs community champions hands-on experiences alongside the ground-breaking research and thought leadership of a world-class faculty. The collaborative spirit and enterprising drive of the Longhorn alumni network, one of the largest university networks in the world, is embedded in our culture, making us human-centered and future-focused in all our endeavors. We are shaping those who will shape tomorrow, and solving challenging problems while remaining committed to creating a community that is dynamic, supportive, and challenging. What starts here really does change the world.

To learn more about the McCombs School of Business, please visit

https://www.mccombs.utexas.edu/

Purpose

As a member of the Financial Affairs team, provide administrative and financial support to Department Chairs, unit heads, faculty and staff within the McCombs School of Business and serve as the primary business affairs point-of-contact for department Administrative Operations Managers during peak periods throughout the fiscal year. Ensure operational success by coordinating workflow with the administrative support team and promoting efficient business practices for the department while providing high-quality customer service to the clients.

Responsibilities

Department Support:

Support the McCombs’ Administrative Operations Managers and Financial Affairs team through peak periods of the fiscal year, including semester transitions.
Serve as a liaison between McCombs centralized Business Affairs team and departments and delegate administrative processes to ensure efficient operation and high-quality customer service.
Processes include but are not limited to: all procurement needs (including purchase orders, contracts, software orders, UT Market and ProCard holder), payments & deposits, facility work orders, space allocations, management of department files and various reports.
Follow existing school and department policies by initiating, reviewing and approving personnel requests, purchases, payments and expense authorizations for business operations.
Advise department leadership of relevant administrative policies.
Assist department leadership in producing administrative reports, drafting correspondence and collecting information, as requested.
Ensure compliance and consistency with University, College and unit policies, procedures and systems.

Inventory Management: Assist departments and McCombs facility members in the collection and recording of inventory information to complete the annual inventory audits.

Systems: Utilize and enhance the use of The University of Texas at Austin and/or McCombs systems and procedures.

Other: At the direction of the Director of Financial Affairs and/or Senior Associate Dean for Business Affairs, assist in assignments, tasks, or duties outside of the regular job duties.

Required Qualifications

Bachelor’s degree and five years of responsible level experience in program management and coordination of programs in large organizations
Excellent problem-solving and critical-thinking skills.
Proven ability to prioritize responsibilities and manage concurrent projects, while maintaining a high level of accuracy and attention to detail.
Ability to meet overlapping deadlines.
Demonstrated strong organizational skills.
General financial and budgeting knowledge.
Excellent interpersonal, oral communication, and writing skills.
Demonstrated analytical, problem-solving and critical thinking skills and ability to perform work independently.
Proficiency in using digital resources, including Outlook, Microsoft Word, Excel, database programs, and standard office equipment.

Relevant education and experience may be substituted as appropriate

Preferred Qualifications

More than the required qualifications.
Experience supporting faculty and staff in a higher education institution.
Proficient with UT Austin-specific systems/software.
Previous supervisory experience.

Salary Range

$60,000 - $65,000 + depending on qualifications

Working Conditions

Work in standard office conditions with repetitive use of a keyboard at a workstation.
Some evening and weekend hours may be required during peak periods and special events.
This is an Austin, TX-based position and is eligible for some local remote work or hybrid work.
Applicants must be legally authorized to work for any employer in the United States. This position is not eligible for sponsorship of work visas.

Required Materials

Resume/CV
3 work references with their contact information; at least one reference should be from a supervisor
Letter of interest

Important for 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 that ALL Required 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 questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

Retirement Plan Eligibility:

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.

Background Checks:

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

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.

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.

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.

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]

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.