Administrative Manager, School of Architecture & Planning

About the role

The University of Texas at San Antonio (UT San Antonio) is a nationally recognized, top-tier public research university that unites the power of higher education, biomedical discovery and healthcare within one visionary institution. As the third-largest research university in Texas and a Carnegie R1-designated institution, UT San Antonio is a model of access and excellence — advancing knowledge, social mobility and public health across South Texas and beyond.

UT San Antonio serves approximately 42,000 students in 320 academic programs spanning science, engineering, medicine, health, liberal arts, AI, cybersecurity, business, education and more. With 17,000 faculty and staff, UT San Antonio has also been recognized as a Top Employer in Texas by Forbes Magazine.

Responsibilities

The Administrative Manager leads a complex administrative function of the School of Architecture and Planning. Core responsibilities include:

• Management of personnel, facilities and administrative matters and assisting executive level staff with administrative management of multiple reporting areas.
• Planning, developing, organizing, evaluating, and managing administrative operations to ensure proper processing of documents and to maintain compliance with University, federal, state, and local government policies and procedures.
• Preparing documents and reports as per university guidelines; reviewing and approving documents or other processes as needed.
• Supervising the processing and maintenance of all administrative records; preparing reports; and serving as the representative/liaison for administrative matters.
• Maintaining administrative records; maintaining technical set of documents and policies and procedures; providing analysis and interpretation internal processes and making recommendations to improve efficiency and effectiveness.
• Developing and implementing policies and procedures related to administrative management or special projects.
• Providing direction and training to staff members and subcontracted parties and performing project management duties associated with normal and special projects.
• Managing and maintaining records for inventory and facilities.
• Coordinating and managing key projects.
• Assisting in administrative forecasting for grant proposals.
• Taking a proactive approach to assist co-workers in various tasks, to ensure safety.
• Performing work tasks in a safe manner and in accordance with work instructions.
• Proactively making recommendations to improve safety.

Requirements

Required qualifications include a High School Diploma and seven (7) years of related work experience. Preferred qualifications include a Bachelor's degree from an accredited institution.

Skills

Required skills include:

• Word Processing
• Documentation & Records Management
• Data Entry
• Call Management
• Calendar Management
• Customer Service Management
• Content Design & Development
• Database Management
• Business Process Improvement
• Active Listening

Working Conditions

The work environment is an office setting. Workdays, areas, and work hours may vary based on the needs of the department. Ability to travel to and from meetings, training sessions or other business-related events is required. The physical demands of the job are sedentary, with occasional walking and standing. The position requires exerting up to 10 lbs. of force occasionally.