Division Administrative Manager, College of Pharmacy

University of Texas at Austin • San Antonio, TX

1d • Hybrid

About The Position

The Administrative Manager reports to the Director of Faculty Support/Admin Services and the Division Heads for the Division of Pharmacotherapy & Translational Science. This role provides comprehensive leadership and oversight for administrative, financial, academic program, and operational functions supporting a multi-mission academic division operating across The University of Texas at Austin and UT Health San Antonio. This role oversees personnel, budgets, academic program coordination, facilities and space operations, faculty and learner administration, and cross-campus compliance. The Administrative Manager serves as the primary administrative advisor to Division Head(s) and works closely with the College of Pharmacy Dean’s Office, central administrative units, and external partners to ensure efficient, compliant, and high-quality support for faculty, staff, students, residents, and trainees.

Requirements

• Bachelor’s degree
• Relevant professional experience in academic, administrative, or program management
• Experience managing budgets, personnel, and complex administrative operations
• Strong organizational, analytical, and communication skills
• Ability to manage sensitive information with discretion and professionalism
• Demonstrated ability to manage multiple priorities with accuracy and attention to detail.
• Relevant education and experience may be substituted as appropriate.

Nice To Haves

• Experience in an academic health sciences, research, or clinical education environment
• Advanced proficiency with Microsoft Office applications
• Experience using Workday, PeopleSoft, DEFINE, HR, and financial management systems
• Experience supporting cross-institutional academic programs

Responsibilities

• Oversees division financial operations, including budget monitoring, reconciliation, forecasting, and reporting across UT Austin and UT Health San Antonio.
• Administers procurement cards; processes purchases, reimbursements, travel, and entertainment expenses; manages pass‑through between UT system campuses, faculty, VA adjunct, and project accounts; and supports IT and AV budget activities as needed.
• Provides leadership and supervision for administrative staff and student employees, including hiring, training, evaluation, and scheduling.
• Establishes administrative workflows and internal controls; serves as HR liaison for staff matters; leads staff meetings; approves time and leave; records and distributes administrative meeting minutes; and serves as division emergency contact.
• Coordinates recruitment logistics and administrative support for faculty and staff searches.
• Processes appointments, reappointments, promotions, separations, and onboarding for faculty, staff, graduate students, residents, and volunteers, including I‑9 processing, Workday/PeopleSoft entries, and access credentials.
• Maintains confidential personnel records and division directories.
• Manages daily administrative operations for division facilities across campuses.
• Coordinates classroom, meeting, and event scheduling; oversees maintenance and space‑related requests; ensures safety and compliance of instructional and meeting spaces; manages access credentials and signage; and conducts annual and ongoing property inventories, including surplus and removal processes.
• Serves as primary liaison with external vendors; coordinates vendor setup; prepares and manages service agreements and renewals; supports faculty purchasing of equipment, lab supplies, and instructional materials; and oversees ordering, receiving, tracking, and documentation of equipment and supplies.
• Coordinates division events, orientations, meetings, and special initiatives.
• Manages travel logistics for faculty, staff, students, residents, and interview candidates; supports search committee travel and reimbursements; participates in administrative meetings; supports accreditation, reporting, and audit activities; and completes special projects and other duties as assigned.
• Additional duties as assigned.

Benefits

• insurance
• Teachers Retirement System (TRS) retirement benefits
• paid vacation
• sick and holiday time off
• access to employee professional development and wellness services
• the opportunity to qualify for the Public Service Loan Forgiveness (PSLF) federal program

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 101-250 employees