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

University of Texas at Austin

4d•$65,000•Hybrid

About The Position

The Administrative Manager serves as the central business operations partner for the College of Natural Sciences’ Experiential and Career Learning area within Undergraduate Education, including the offices of Experiential Learning, Career Services, and Health Professions. The position oversees financial stewardship, purchasing and grant administration, site and systems management, and staff hiring and onboarding across the three offices. It is suited to a process-minded professional who can build efficient systems while supporting a growing, multi-office portfolio with significant student impact. The role manages budget tracking, reporting, forecasting, and annual budget preparation across unit accounts; supports compliant financial transactions; coordinates purchasing, vouchers, reimbursements, transfers, salary costing, account reconciliations, and income-generating programs. It leads administrative hiring, onboarding, training, SOP and workflow development, and may supervise administrative staff as the team grows. The manager also supports the Senior Director and leadership with reports, meetings, budgets, presentations, and process recommendations; coordinates events and travel; administers post-award grants; and reviews contracts and affiliation agreements. The position is based at the UT Main Campus. It is scheduled for 40 hours per week and may offer hybrid work options. Occasional evening or weekend work may be required for events or deadlines. The work may involve standard office conditions, repetitive keyboard use at a workstation, and walking up and down stairs. The position is expected to continue, with the earliest start date listed as immediately. Applicants must be eligible to work in the United States full-time for any employer without sponsorship.

Requirements

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.
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 such as DEFINE, TouchNet/TXShop, UT Direct/FRMS, and Workday.
Must be eligible to work in the United States on a full-time basis for any employer without sponsorship.

Nice To Haves

More than five years of 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 such as DEFINE, UT Direct/FRMS, TouchNet/TXShop, and 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.

Responsibilities

Manage budget tracking, financial reporting, and forecasting across unit accounts 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 guidance on UT financial policies and procedures.
Coordinate purchasing, voucher creation and approvals, and document financial operations SOPs.
Coordinate with the CNS Business Office on 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.
Lead staff hiring and onboarding, and train the administrative group and broader team on financial and administrative systems and processes.
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 the offices’ IT liaison.
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.
Provide financial oversight, final reconciliation, and administrative coordination for events.
Coordinate faculty and student travel for programs, including travel requests and reimbursements.
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.
Participate as an active staff member on the Experiential and Career Learning team, including team meetings, events, communications, and day-to-day operations.
Support special projects and staff events within CNS, and perform other duties as assigned.