Administrative Manager for Experiential & Career Learning, College of Natural Sciences

Job Posting Title: Administrative Manager for Experiential & Career Learning, College of Natural Sciences---- Hiring Department: College of Natural Sciences---- 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 The College of Natural Sciences at the University of Texas at Austin strives to foster a work environment that enables all employees to contribute at the highest possible level to support the mission of the University. What starts here really does change the world. For more information about the College of Natural Sciences, please visit https://cns.utexas.edu.

Must be eligible to work in the US on a full-time basis for any employer without sponsorship.

Purpose The Administrative Manager serves as the central business operations partner for CNS's area of Experiential and Career Learning within Undergraduate Education, which includes the offices of Experiential Learning, Career Services, and Health Professions. This position owns financial stewardship, purchasing and grant oversight, site and systems management, and staff hiring/onboarding across the three offices. This role is ideal for a process-minded professional who thrives on building efficient systems and supporting a growing, multi-office portfolio with high student impact.

Responsibilities

• Budget, Purchasing, and Financial Administration: Manage budget tracking, financial reporting, and forecasting across all unit accounts (30+) spanning the three offices, and lead annual budget preparation. Identify budget issues and recommend solutions to leadership. Apply University and internal policies to ensure financial transactions are compliant, and provide expert guidance on UT financial policies and procedures. Coordinate purchasing and voucher creation and approvals, and document financial operations SOPs. Coordinate with CNS Business Office for timely processing of financial transactions, reimbursements, and account transfers. Manage salary costing allocations across accounts and funding sources, and reconcile accounts. Administer TouchNet and other income generating programs and accounts.
• Staffing, Training, and Administrative Leadership: Lead the staff hiring/onboarding process and training on financial and administrative systems/processes for the administrative group and broader team, and design and maintain SOPs and workflows. Serve as the main administrative contact for the three offices and provide backup for administrative staff as needed. Supervise administrative staff as the team grows. Lead space management and serve as IT liaison for the offices.
• Strategic and Collaborative Projects: Provide administrative support to the Senior Director, including reports, meeting coordination, and recommendations for improved processes. Partner with leadership on strategic materials, including budgets, presentations, and reporting. Lead or support special projects and cross-office requests as assigned.
• Events, Logistics, and Travel Coordination: Provide financial oversight, final reconciliation, and administrative coordination for events. Coordinate faculty and student travel for programs, including travel requests and reimbursements.
• Grants and Contracts: Lead post-award grant administration, including expense tracking and compliance with sponsor and university requirements. Review and manage contracts and affiliation agreements to ensure they meet university and sponsor requirements.
• Team Engagement: Engage actively as a staff member on the Experiential and Career Learning team, participating in team meetings, events, communications, and day-to-day operations. Other duties as assigned, including supporting special projects and staffing events within CNS.

Required Qualifications

• Bachelor's degree in a related field, and at least five years of progressively responsible experience in business operations, financial administration, or office management, ideally including process-ownership responsibility. An equivalent combination of relevant education and experience may be substituted as appropriate.
• Demonstrated experience managing budgets, purchasing, and financial reconciliation processes.
• Experience developing and maintaining SOPs, training materials, or workflow documentation.
• Experience with grant administration, contracts, or compliance processes.
• Excellent organizational, communication, and problem-solving skills.
• Ability to work independently, manage multiple priorities, and exercise sound judgment across multiple offices and stakeholders.
• Proficiency with Microsoft Office Suite and willingness to learn UT-specific systems (e.g., DEFINE, TouchNet/TXShop, UT Direct/FRMS, Workday).

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• More than five years experience in business operations, financial administration, or office management.

• Experience in higher education, STEM education, or experiential learning environments.

• Familiarity with UT Austin administrative and financial systems (e.g., DEFINE, UT Direct/FRMS, TouchNet/TXShop, Workday).

• Experience leading process improvement initiatives or managing a shared administrative team.

• Supervisory experience.

• Demonstrated ability to work collaboratively across multiple offices and diverse stakeholders.

Salary Range $65,000 + depending on qualifications

Working Conditions

• Occasional evening or weekend work may be required for events or deadlines.
• May work around standard office conditions.
• Repetitive use of a keyboard at a workstation.
• May have to walk up and down stairs.
• Potential hybrid work options available

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 and 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.