Job Information
UNIVERSITY OF TEXAS AT AUSTIN Administrative Operations Manager, Texas McCombs in Austin, Texas
Directly supervises administrative support team and responsible for overall workflow of department business. Perform and delegate administrative processes required for business operations to appropriate centralized Business Affairs teams, ensuring efficient operation and high-quality customer services. Processes include, but are not limited to: all procurement needs (to include purchase orders, contracts, software orders, UT Market and ProCard holder), payments, deposits, personnel hires, facility work orders, equipment allocations, department files and various reports.Supervise all operational aspects of the faculty recruiting process, to include job postings, new hire documentation, on-boarding hires and out-processing for departing employees. Process immigration/visa paperwork for faculty and visiting scholars. Manage faculty and student worker positions and monitor creation of faculty, staff and student assignments. Create job descriptions and initiate hiring process for staff and student worker. Create appointments or forward to centralized Human Resources staff as appropriate. Review and complete monthly reconciliation of department/position cost centers against anticipated budgets.Formulate and implement internal departmental policies and practices, with delegated authority from the Department Chair. Initiate, review and approve 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.Prepare, manage and monitor the department budget, ensuring there are enough funds for necessary departmental expenditures. Coordinate with McCombs Academic Resource Manager (and staff) and Department Chair to ensure planned undergraduate and graduate course offerings align with the instructional budget. Create department financial reports for Department Chair and MPA Program Director as requested.Manage office space allocations, to include office reconfiguration and phone connectivity. Submit custodial and physical plant work orders. Manage equipment purchases, allocation and inventory maintenance according to department needs. Manage department files following the University record-retention policies.Receive and monitor various donations. Create gift reports and track spend usage of donor funding.Ensures compliance and consistency with University, College and unit policies, procedures and systems. Primary point of contact for faculty, staff, and students for administrative issues. Research, evaluate and resolve related issues.Other related functions as assigned, including meeting with the Department Chair and as needed the MPA Program Director to discuss department operations and inform of upcoming deadlines, on-going processes and other relevant information.