Administrative Manager

Job Posting Title:

Administrative Manager

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Hiring Department:

Biology Instruction Office

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt from FLSA

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Earliest Start Date:

Oct 29, 2026

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

The Biology Instructional Office (BIO) coordinates the teaching and scheduling of all courses taught by BIO and three Biology Departments: Integrative Biology, Molecular Biosciences, and Neurosciences. We also develop the curriculum for entry-level Biology and non-majors biology classes. Importantly, all of the Professors of Instruction who teach classes in these departments have a home base in BIO.

Purpose

This position oversees the daily administrative operations and academic course scheduling for the Biology Instructional Office. Reporting to the BIO Director, this role manages course scheduling, registration logistics, course inventory and supervision of office and instructional support lab staff.

Responsibilities

• Course Scheduling:  Determine with the BIO Director and three associated Biology departments which classes are offered, the number of sections taught, and which faculty are assigned. Ensures appropriate classroom facilities are available.  Problem solve and troubleshoot complex issues to resolution. Review changes with departments.
• Registration & Student Services: Coordinate registration by setting closing limits, monitoring, and adjusting as needed. Perform prerequisite checks for all courses and process third-time repeat appeals. Assist students with registration inquiries in person and via email. Collaborate with Natural Sciences Advising and graduate coordinators.
• Instructional & TA Support: Oversee the assigning and hiring of teaching assistants for each semester. Report final exams each semester. Assist faculty with syllabus and CV uploads, textbook orders, and desk copies as needed. Assist faculty and TAs with room reservations.
• Staff Supervision: Supervise staff members in the immediate office as well as instructional support lab staff.
• Course Instructor Surveys: Coordinate course evaluation surveys (CES) for faculty and TAs for all BIO, MBS, INB, and NEU courses.
• Grade & System Reporting: Verify and update the FaSET report each semester. Oversee grade reporting for all undergraduate courses and act as grade representative for individual instruction courses.
• Course Inventory Management: Maintain undergraduate course inventory for BIO, MBS, INB, and NEU. Assist the BIO Director and Associate Chairs to process and track all changes to course inventory, including adding new courses and requests for changes to existing courses.
• Advisory & Communication: Serve as front office manager and act as a primary source of information and advice for faculty, staff, and students.
• Other duties as assigned
  
  

Required Qualifications

• Bachelor's degree and experience coordinating, administering, or managing academic programs or departmental operations.
• Experience supervising administrative, student and/or technical support staff.
• Familiarity with academic scheduling, course inventory maintenance, and registration processes at a higher education institution.
• Exceptional communication and organizational skills with high attention to detail.
• Proven ability to multitask, solve complex operational challenges, and balance multiple high-priority deadlines simultaneously.
• Demonstrated tact, diplomacy, and sound judgment in dealing with students, faculty, staff, and administrators.
• Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• 4-5 years of experience working directly in a university administrative office supporting large-scale instructional operations.
• Advanced knowledge of UT Austin applications and systems (e.g., Workday, NRRECS, NRTTVR, Class Manager Production System, Course Inventory Management System, Prerequisite Check System, Grade Reporting, CNS TA Matching System, Advisors’ Toolkit, EASI, FaSET, Course Evaluation System).
• Direct familiarity with CNS curriculum, policies, department and graduate program structures.
• Demonstrated leadership skills in a customer-focused, highly collaborative setting involving faculty, staff, and students.
• Experience managing a high usage copy room.

Salary Range

$60,000+, negotiable depending on qualifications

Working Conditions

Typical office environment

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded.  Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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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.

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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. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form.  You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States.  Documents need to be presented no later than the third day of employment.  Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

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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). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.