Administrative Specialist Administrative Manager
Administrative Specialist Administrative Manager
Posted on :
17-03-2025
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1 Vacancy
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Monthly Salary
Not Disclosed
Salary Not Disclosed
Vacancy
1 Vacancy
Posted on :
17-03-2025
Job Description
Job Summary
Administrative Manager reporting to the Assistant Vice President AVP for Facilities Management and Campus Operations the primary responsibilities include managing special projects managing daily internal operations (e.g. facilities policy review unplanned emergencies) building and managing relationships with internal and external constituents providing communication support and assisting the AVP with a multitude of complex administrative tasks. This role serves as the principal aide responsible for several reporting requirements to UT System and Texas Higher Education Coordinating Board THECB ; examples include Library Equipment Repair and Rehabilitation LERR funding and Capital Construction Assistance Project CCAP requests for Capital Projects.
Essential Duties And Responsibilities
Prepares and maintains sensitive project plans budgets and requirements often with deadline pressure as directed by the AVPs vision. Tracks progress solves problems and provides regular updates to the AVP . Conducts comparative analysis of projects/special funding needs with aspirational peers. Research facilities data and matrix through Association of Physical Plant Administrators APPA as continued support for TIER I research goals and projects. Relieves AVP of administrative detail and projects including LERR CCAP grant funding federal funding and capital projects. Responsible for maintaining reports for UT System and THECB and tracking changes and requirements. Operates at the highest level of confidentiality regarding personnel and financial matters and skillfully manages unique situations with discretion. Acts as a liaison between the AVP and other University executives and offices with tact courtesy and confidentiality. Acts as a communications specialist preparing a wide variety of correspondence for the AVP to present to the University President Vice President Administration & Economic Development and external audiences; ensures appropriate handling of sensitive materials and information. Primary point of contact for communications regarding utility outages with support from AVP and Directors. Maintains the AVPs complex and extremely active calendar and logistical needs exercising considerable discretion and judgment as to priorities and effective use of the AVPs time. Confirms all meetings; gathers relevant data statistics meeting materials and other pertinent information. Coordinates information flow; reviews responds and prioritizes emails and telephone calls for action and followup as appropriate. Performs other duties as assigned.
Minimum Qualifications
Bachelors degree with at least five 5 years of relevant work experience in either Facilities Management Construction higher education or related field OR equivalent work experience At least five 5 years advancedlevel administrative experience Proficiency with Microsoft Office (i.e. Excel and PowerPoint).
Preferred Qualifications
Masters degree in Construction Management Higher Education or related field Ten years of experience providing support to upperlevel management preferably in higher education facilities management (of secondary education or large corporate facilities management) managing schedules project descriptions UT System construction planning forms coordinating with clients and stakeholders at higher levels (such as with deans and vice presidents on campus) Bilingual abilities. Experience preparing cost accounting documents for construction projects using Excel spreadsheets. Experience with PeopleSoft Concur or UT System webbased systems.
Work Schedule
Monday Friday; 8:00am5:00pm. Available 24 hours/7 days a week for communications regarding utility outages.
Administrative Manager reporting to the Assistant Vice President AVP for Facilities Management and Campus Operations the primary responsibilities include managing special projects managing daily internal operations (e.g. facilities policy review unplanned emergencies) building and managing relationships with internal and external constituents providing communication support and assisting the AVP with a multitude of complex administrative tasks. This role serves as the principal aide responsible for several reporting requirements to UT System and Texas Higher Education Coordinating Board THECB ; examples include Library Equipment Repair and Rehabilitation LERR funding and Capital Construction Assistance Project CCAP requests for Capital Projects.
Essential Duties And Responsibilities
Prepares and maintains sensitive project plans budgets and requirements often with deadline pressure as directed by the AVPs vision. Tracks progress solves problems and provides regular updates to the AVP . Conducts comparative analysis of projects/special funding needs with aspirational peers. Research facilities data and matrix through Association of Physical Plant Administrators APPA as continued support for TIER I research goals and projects. Relieves AVP of administrative detail and projects including LERR CCAP grant funding federal funding and capital projects. Responsible for maintaining reports for UT System and THECB and tracking changes and requirements. Operates at the highest level of confidentiality regarding personnel and financial matters and skillfully manages unique situations with discretion. Acts as a liaison between the AVP and other University executives and offices with tact courtesy and confidentiality. Acts as a communications specialist preparing a wide variety of correspondence for the AVP to present to the University President Vice President Administration & Economic Development and external audiences; ensures appropriate handling of sensitive materials and information. Primary point of contact for communications regarding utility outages with support from AVP and Directors. Maintains the AVPs complex and extremely active calendar and logistical needs exercising considerable discretion and judgment as to priorities and effective use of the AVPs time. Confirms all meetings; gathers relevant data statistics meeting materials and other pertinent information. Coordinates information flow; reviews responds and prioritizes emails and telephone calls for action and followup as appropriate. Performs other duties as assigned.
Minimum Qualifications
Bachelors degree with at least five 5 years of relevant work experience in either Facilities Management Construction higher education or related field OR equivalent work experience At least five 5 years advancedlevel administrative experience Proficiency with Microsoft Office (i.e. Excel and PowerPoint).
Preferred Qualifications
Masters degree in Construction Management Higher Education or related field Ten years of experience providing support to upperlevel management preferably in higher education facilities management (of secondary education or large corporate facilities management) managing schedules project descriptions UT System construction planning forms coordinating with clients and stakeholders at higher levels (such as with deans and vice presidents on campus) Bilingual abilities. Experience preparing cost accounting documents for construction projects using Excel spreadsheets. Experience with PeopleSoft Concur or UT System webbased systems.
Work Schedule
Monday Friday; 8:00am5:00pm. Available 24 hours/7 days a week for communications regarding utility outages.
Required Experience:
Manager
Employment Type
Full-Time
Key Skills
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