Division Administrative Manager, College of Pharmacy
University of Texas, San Antonio, TX, United States
While some duties may allow limited remote work, this role requires substantial on‐site work to effectively manage personnel, financial transactions, facilities operations, academic activities, and time‐sensitive administrative needs.
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 pass‐through 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 I‐9 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 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.* 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.* Additional duties as assigned.- 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.* 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.* 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**Start Here, Change the World**At The University of Texas at Austin, tradition meets innovation in the heart of a city that frequents lists of the best places to live and work. Named by Forbes as one of America's Best Large Employers for the sixth year in a row in 2025, UT offers both a dynamic work environment and a gateway to vibrant local culture. Whether you're at the forefront of the student experience, conducting world-changing research or supporting the engine that drives Texas’ flagship university, working at UT means making a lasting impact on our city, our state and our world.Our more than 20,000 faculty and staff empower 55,000+ students to challenge ideas, pursue passions and shape their futures. Joining UT, you’ll become part of a community dedicated to making a meaningful impact on campus and throughout the world.Please see our .**Comments and Inquiries:**Email comments to hrsc@austin.utexas.edu. For questions or concerns regarding equal opportunity only, contact .Additional information for applicants can be found on the Human Resources web page: .
For more job information, call the Human Resource Service Center at (512) 471-4772, or toll-free at (800) 687-4178.
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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 pass‐through 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 I‐9 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 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.* 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.* Additional duties as assigned.- 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.* 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.* 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**Start Here, Change the World**At The University of Texas at Austin, tradition meets innovation in the heart of a city that frequents lists of the best places to live and work. Named by Forbes as one of America's Best Large Employers for the sixth year in a row in 2025, UT offers both a dynamic work environment and a gateway to vibrant local culture. Whether you're at the forefront of the student experience, conducting world-changing research or supporting the engine that drives Texas’ flagship university, working at UT means making a lasting impact on our city, our state and our world.Our more than 20,000 faculty and staff empower 55,000+ students to challenge ideas, pursue passions and shape their futures. Joining UT, you’ll become part of a community dedicated to making a meaningful impact on campus and throughout the world.Please see our .**Comments and Inquiries:**Email comments to hrsc@austin.utexas.edu. For questions or concerns regarding equal opportunity only, contact .Additional information for applicants can be found on the Human Resources web page: .
For more job information, call the Human Resource Service Center at (512) 471-4772, or toll-free at (800) 687-4178.
#J-18808-Ljbffr