Administrative Manager

Job Posting Title:

Administrative Manager

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Hiring Department:

Department of Psychology

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue Until Jan 31, 2028

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

Position is fixed-term for two years.

Purpose

The People Operations Manager provides strategic oversight of departmental HR operations and leads major projects to ensure compliance, efficiency, and a positive employee experience. This role balances tactical HR support with high-level planning to advance organizational goals.

Responsibilities

• Strategic Talent Management & Recruitment Oversight: In collaboration with Director and Chair, oversee departmental recruitment strategy, ensuring alignment with organizational goals. Develop and approve position descriptions, job requisitions, and external postings. Provide expert guidance to hiring managers on job profiles, compensation structures, and relocation packages. Ensure seamless onboarding and integration of new employees, fostering a positive and productive transition experience. Supervise and mentor administrative support in executing tactical recruitment tasks.

• Workforce Administration & Compliance: Direct and monitor all employee and affiliate appointment processes, including student assignments and hourly appointments. Establish protocols for tracking staff end dates and ensure timely renewals and extensions in Workday. Oversee payroll compliance for hourly staff and manage reclassifications, compensation adjustments, and separation processes. Ensure adherence to university policies and regulatory requirements across all HR transactions.

• Performance Management & Compensation Planning: Drive the annual performance evaluation cycle for the department, ensuring timely completion and compliance. Collaborate with Business Affairs to develop merit increase strategies and prepare submission materials for COLA Dean's Office.

• Timekeeping & Leave Administration: Provide oversight for departmental timekeeping practices and compliance. Establish accountability measures for timesheet completion and payroll deadlines. Manage complex leave requests (FMLA, etc.) and ensure accurate documentation and adherence to policy.

• Immigration & Global Mobility: Oversee visa application and extension processes for departmental staff, including J-1, H1B, and permanent residency cases. Partner with Texas Global to ensure compliance and develop strategic filing plans. Maintain current knowledge of immigration regulations through ongoing training.

• Faculty Affairs Support: Support Director with faculty-related processes, including recruitment PARs, job requisitions, summer appointments, and supplemental assignments. Provide strategic input and ensure operational efficiency in faculty HR transactions.

• Other Duties as Assigned: Contribute to departmental initiatives and special projects, leveraging expertise to improve processes and outcomes.

Required Qualifications

• Bachelor's degree with at least 5 years of management experience within a large organization.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, Teams).
• Extensive experience with HRIS systems (e.g., Workday or similar platforms).
• Strong written and verbal communication skills.
• Ability to work independently to manage multiple tasks, prioritize effectively, and meet deadlines.
• Ability to work collaboratively with cross-functional teams and maintain confidentiality.
• Customer service oriented with a proactive and professional demeanor.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• At least two years of experience with HR processes.
• Experience working in a higher education or academic department setting.
• Advanced experience with Workday HR functions.
• Knowledge of university policies and procedures related to HR, payroll, and student employment.
• Familiarity with visa processing, I-9 verification, and background check procedures.
• Ability to interpret and apply institutional, state, and federal HR regulations.

Salary Range

$80,000 + depending on qualifications

Working Conditions

• May work around standard office conditions.
• Repetitive use of a keyboard at a workstation.
• Use of manual dexterity.
• Climbing of stairs.

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/