Administrative Specialist (Administrative Manager)

The University of Texas at Arlington Portal•Arlington, TX

12d

About The Position

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.

Requirements

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).

Nice To Haves

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 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 web-based systems.

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.