Division Administrative Manager, College of Pharmacy

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Job Details:

Position is based in San Antonio, Texas at UT Health San Antonio.

The University of Texas at Austin provides competitive compensation plans plus a comprehensive benefits package that includes: insurance and 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; and more.

While some duties may allow limited remote work, this role requires substantial onsite work to effectively manage personnel, financial transactions, facilities operations, academic activities, and timesensitive administrative needs. Flexible work arrangements are available in the College of Pharmacy. This position may occasionally be required to work additional hours or weekends as needed to complete time-sensitive projects or facilitate events and programs.

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.

• Financial Management & Budget Oversight

  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 passthrough between UT system campuses, faculty, VA adjunct, and project accounts; and supports IT and AV budget activities as needed.

• Administrative Leadership & Personnel Management

  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.

• Faculty, Staff, and Learner Appointments & Records

  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 I9 processing, Workday/PeopleSoft entries, and access credentials. Maintains confidential personnel records and division directories.

• Facilities, Space, and Operations Management

  Manages daily administrative operations for division facilities across campuses. Coordinates classroom, meeting, and event scheduling; oversees maintenance and spacerelated 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.

• Procurement, Contracts, and Vendor Relations

  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.

• Events, Communications, and Special Projects

  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.

• 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.

• 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

• $65,000+ depending on qualifications

• Work performed in an office and academic environment across multiple campuses

• May require occasional evenings or weekends to support events or operational needs

• Resume

• Letter of Interest

• List of 3 Professional References; at least one must be from a supervisor

*All materials required. Incomplete applications may not be considered*

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 thatALLRequired 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 questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

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Retirement Plan Eligibility:

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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.