The University of Texas at Austin
Administrative Manager
Location: Austin, TX
Weekly Scheduled Hours: 40
FLSA Status: Exempt
Earliest Start Date: Immediately
Purpose The Administrative Manager provides leadership and oversight for executive assistants and administrative staff supporting clinical, academic, and operational functions within the Institute of Cardiovascular Health. Reporting to a Senior Director, the Administrative Manager delivers high‑quality administrative services, fosters team development, and drives process improvements across the designated department. The role also provides direct executive‑level support to senior leaders, including calendar management, confidential correspondence, and coordination of strategic priorities.
Responsibilities Leads Administrative Team Operations
Supervises executive assistants and administrative staff, including hiring, onboarding, and performance evaluations.
Establishes and enforces standards for administrative workflows and service delivery.
Provides coaching and professional development opportunities for team members.
Ensures adequate coverage and continuity of administrative support across departments.
Strategic Planning and Process Improvement
Develops strategies to optimize administrative efficiency and resource allocation.
Implements standardized processes and tools to streamline operations.
Monitors KPIs and identifies opportunities for continuous improvement.
Partners with leadership to align administrative practices with organizational goals.
Executive Support Oversight
Provides direct executive‑level support to a senior leader, including calendar management, meeting coordination, and confidential correspondence.
Oversees preparation of reports, presentations, and executive communications.
Ensures confidentiality and accuracy in handling sensitive information.
Troubleshoots and resolves complex scheduling or logistical issues.
Budget and Resource Management
Manages administrative budgets and monitors expenditures for cost‑effectiveness.
Approves procurement requests and oversees vendor relationships for administrative needs.
Collaborates with Finance on forecasting and variance analysis.
Tracks and reports spending trends to leadership.
Compliance and Quality Assurance
Ensures adherence to institutional policies, regulatory requirements, and accreditation standards.
Implements internal controls for administrative processes and documentation.
Supports readiness for audits and inspections.
Maintains confidentiality and compliance with HIPAA and other regulations.
Cross‑Functional Collaboration
Serves as liaison between administrative teams and clinical, academic, and operational stakeholders.
Promotes alignment with organizational values and strategic initiatives.
Facilitates communication and problem‑solving across departments.
Required Qualifications
Bachelor’s degree in Business Administration, Healthcare Administration, or related field.
5 or more years of progressive administrative experience, including at least 2 years in a supervisory or managerial role.
Preferred Qualifications
Experience in healthcare or academic settings.
Familiarity with EHR systems, academic scheduling platforms, and compliance tools.
Project Management Professional (PMP) or similar certification.
Salary Range $80,087 + depending on qualifications
Working Environment/Equipment
Standard office equipment
Repetitive use of a keyboard
May be exposed to occupational hazards such as communicable diseases, blood‑borne pathogens, ionizing and non‑ionizing radiation, hazardous medications, and disoriented or combative patients.
Required Materials
Resume/CV
3 work references with contact information; at least one reference should be from a supervisor
Letter of interest
Equal Opportunity Employer The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs, and activities, and admissions.
Pay Transparency The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. Employees who have access to compensation information as part of their essential job functions may disclose such information only under specific circumstances outlined in law.
Employment Eligibility Verification IF hired, you will be required to complete the federal Employment Eligibility Verification I‑9 form and present acceptable original documents no later than the third day of employment. Failure to do so will result in loss of employment.
E‑Verify The University of Texas at Austin uses E‑Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number is 854197.
Compliance Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). All prospective employees are notified of the availability of the Annual Security and Fire Safety Report.
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Purpose The Administrative Manager provides leadership and oversight for executive assistants and administrative staff supporting clinical, academic, and operational functions within the Institute of Cardiovascular Health. Reporting to a Senior Director, the Administrative Manager delivers high‑quality administrative services, fosters team development, and drives process improvements across the designated department. The role also provides direct executive‑level support to senior leaders, including calendar management, confidential correspondence, and coordination of strategic priorities.
Responsibilities Leads Administrative Team Operations
Supervises executive assistants and administrative staff, including hiring, onboarding, and performance evaluations.
Establishes and enforces standards for administrative workflows and service delivery.
Provides coaching and professional development opportunities for team members.
Ensures adequate coverage and continuity of administrative support across departments.
Strategic Planning and Process Improvement
Develops strategies to optimize administrative efficiency and resource allocation.
Implements standardized processes and tools to streamline operations.
Monitors KPIs and identifies opportunities for continuous improvement.
Partners with leadership to align administrative practices with organizational goals.
Executive Support Oversight
Provides direct executive‑level support to a senior leader, including calendar management, meeting coordination, and confidential correspondence.
Oversees preparation of reports, presentations, and executive communications.
Ensures confidentiality and accuracy in handling sensitive information.
Troubleshoots and resolves complex scheduling or logistical issues.
Budget and Resource Management
Manages administrative budgets and monitors expenditures for cost‑effectiveness.
Approves procurement requests and oversees vendor relationships for administrative needs.
Collaborates with Finance on forecasting and variance analysis.
Tracks and reports spending trends to leadership.
Compliance and Quality Assurance
Ensures adherence to institutional policies, regulatory requirements, and accreditation standards.
Implements internal controls for administrative processes and documentation.
Supports readiness for audits and inspections.
Maintains confidentiality and compliance with HIPAA and other regulations.
Cross‑Functional Collaboration
Serves as liaison between administrative teams and clinical, academic, and operational stakeholders.
Promotes alignment with organizational values and strategic initiatives.
Facilitates communication and problem‑solving across departments.
Required Qualifications
Bachelor’s degree in Business Administration, Healthcare Administration, or related field.
5 or more years of progressive administrative experience, including at least 2 years in a supervisory or managerial role.
Preferred Qualifications
Experience in healthcare or academic settings.
Familiarity with EHR systems, academic scheduling platforms, and compliance tools.
Project Management Professional (PMP) or similar certification.
Salary Range $80,087 + depending on qualifications
Working Environment/Equipment
Standard office equipment
Repetitive use of a keyboard
May be exposed to occupational hazards such as communicable diseases, blood‑borne pathogens, ionizing and non‑ionizing radiation, hazardous medications, and disoriented or combative patients.
Required Materials
Resume/CV
3 work references with contact information; at least one reference should be from a supervisor
Letter of interest
Equal Opportunity Employer The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs, and activities, and admissions.
Pay Transparency The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. Employees who have access to compensation information as part of their essential job functions may disclose such information only under specific circumstances outlined in law.
Employment Eligibility Verification IF hired, you will be required to complete the federal Employment Eligibility Verification I‑9 form and present acceptable original documents no later than the third day of employment. Failure to do so will result in loss of employment.
E‑Verify The University of Texas at Austin uses E‑Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number is 854197.
Compliance Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). All prospective employees are notified of the availability of the Annual Security and Fire Safety Report.
#J-18808-Ljbffr