Administrative Specialist Administrative Manager

Administrative Specialist (Administrative Manager)

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Posting Details

Position Information

Posting Number

S05985P

Position Title


Department

Facilities Mgmt Administration

Location

Arlington

Job Family

Executive/Administration

Position Status

Full-time

Work Hours

Standard

Work Schedule

Monday - Friday; 8:00am-5:00pm.

Available 24 hours/7 days a week for communications regarding utility outages.

Open to

External and Internal

Salary

Salary is commensurate based on qualifications and relevant experience.

Duration

Funding expected to continue

Pay Basis

Monthly

Benefits Eligible

Yes

Benefits at UTA

We are proud to offer a comprehensive benefits package to all our employees at the University.

To help you understand the full value of these benefits, we have created a tool that calculates the total worth of your compensation package. This tool takes into account all of the benefits that you are eligible for, including health insurance, retirement plans, and paid time off. To access this tool and learn more about the total value of your benefits, please click on the following link:

University Information

The University of Texas at Arlington is located in the heart of the Dallas-Fort Worth-Arlington metroplex, a vibrant and diverse metropolitan area that is home to over 7 million people, one of the fastest-growing tech economies in the United States, and a wide array of arts, entertainment, and cultural activities. UTA is a comprehensive teaching, research, and public service institution dedicated to the advancement of knowledge through scholarship and creative work. The University is committed to providing access and ensuring student success, and to a culture of innovation, entrepreneurship, and commercialization of discoveries by our community of scholars. With an enrollment of more than 40,000 students, UTA is the second largest in the University of Texas System. As a result of its combination of rigorous academics and innovative research, UTA is designated as a Carnegie R-1 'Very High Research Activity' institution. UTA ranks No. 4 nationally in Military Times' annual 'Best for Vets: Colleges' list and is among the top 30 performers nationwide for promoting social mobility of its graduates (U. S. News & World Report, 2023). UTA is designated by the U. S. Department of Education as both a Hispanic-Serving Institution (HSI) and an Asian American and Native American Pacific Islander-Serving Institution (AANAPISI), and it has one of the top 5 most ethnically diverse undergraduate student bodies in the United States (U. S. News & World Report, 2023). Its approximately 270,000 alumni, including some who occupy leadership positions at many of the 24 Fortune 500 companies headquartered in North Texas, contribute to UTA's $22. 2 billion annual economic impact on Texas.

Furthermore, UTA is poised to experience widespread growth in the near future. The university recently launched the first phase of its RISE 100 initiative aimed at recruiting 100 new tenure-system faculty to amplify research standing and position UTA as a leader in key scholarly areas; more details are available at
• The successful candidate for this position will have the opportunity to join UTA during an exciting period of growth and contribute as the university broadens its impact.

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 AVP's 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 AVP's complex and extremely active calendar and logistical needs, exercising considerable discretion and judgment as to priorities and effective use of the AVP's 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 follow-up as appropriate.

Performs other duties as assigned.

Minimum Qualifications

Bachelor's 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 advanced-level administrative experience

Proficiency with Microsoft Office (i. e. , Excel, and PowerPoint).

Preferred Qualifications

Master's degree in Construction Management, Higher Education, or related field

Ten years of experience providing support to upper-level management, preferably in higher education facilities management (of secondary education.