Details **Open Date** 08/16/2024 **Requisition Number** PRN39588B **Job Title** Manager, Administrative **Working Title** Manager, Administrative **Job Grade** E **FLSA Code** Administrative **Patient Sensitive Job Code?** No **Standard Hours per Week** 40 **Full Time or Part Time?** Full Time **Shift** Day **Work Schedule Summary** M-F during business hours. In-person work will be required for the majority of hours. **VP Area** Academic Affairs **Department** 00113 - College of Science-Dean **Location** Campus **City** Salt Lake City, UT **Type of Recruitment** External Posting **Pay Rate Range** $55,000-$75,000 **Close Date** **Open Until Filled** Yes **Job Summary** The College of Science is seeking an experienced and talented individual to join a dynamic team of administrative and accounting professionals in the Departments of Atmospheric Sciences and Physics and Astronomy. The Administrative Manager will provide direct administrative support to department leadership, oversee faculty-related processes, supervise support staff, and be the primary staff liaison between the departments and the College of Science Dean’s office. This position will report to the Administration Manager in the College of Science Dean’s office. The Administrative Manager will be located in the newly constructed Skaggs Applied Science Building upon its opening in mid-2025, but will temporarily move between two office spaces in the Department of Atmospheric Sciences and the Department of Physics and Astronomy as final construction occurs during the upcoming academic year. Under minimal supervision, responsible for planning, organizing, directing and/or controlling all aspects pertaining to administrative functions of assigned department’s internal and external customer service, staff management and financial management operations pertaining to areas including (but not limited to) scheduling, data/records maintenance, supply management, transcribing/dictation, word processing, telecommunications, office equipment maintenance, and office support. Acts as a catalyst between the department and its customers and staff to ensure continuity and quality of service and care. **Responsibilities** + Provide administrative support to the department chairs, i.e., calendaring, correspondence, meeting agendas, and communications. + Schedule meetings and appointments for the department chairs. + Act as a liaison for department leadership with faculty and staff, the college, university, and outside entities. + Draft and disseminate various forms of communication on behalf of department leadership. + Supervise the administrative support staff and oversee day-to-day support activities for the department. + Attend and take minutes at faculty and department leadership meetings. + Maintain all departmental and faculty-related files and records. + Monitor and coordinate all faculty review processes ( RPT , TFR , and CAV ). Serve as support for review subcommittees and the Department Advisory Committee ( DAC ). + Manage faculty searches and hires (postings in PeopleAdmin, approvals, and required appointment documents). Assist search committees with candidate interviews and campus visits. + Responsible for maintaining faculty personnel records (excluding payroll) and activity reporting in Elements. + Oversee departmental reports, surveys, and reviews. + Manage faculty processes, i.e., award nominations, sabbaticals, leave of absence, emeritus requests, and phase retirement requests. + Act as a resource on department, college, and university policies and procedures. + Provide support to postdoctoral fellows. + Other responsibilities as assigned. This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job. **Work Environment and Level of Frequency typically required** Nearly Continuously: Office environment. **Physical Requirements and Level of Frequency that may be required** Nearly Continuously: Sitting, hearing, listening, talking. Often: Repetitive hand motion (such as typing), walking. Seldom: Bending, reaching overhead. **Minimum Qualifications** Bachelor’s degree in a related area or equivalency (one year of education can be substituted for two years of related work experience). Four years of progressively more responsible management experience. Background knowledge of hiring department’s area of specialization in order to analyze, plan and draw conclusions for recommendations to superiors. Demonstrated leadership skills in planning and directing employees and processes in order to effectively monitor and develop subordinates and to ensure the smooth operation of department. Completion of provided supervisory training within one year of employment may be required. Master’s degree in a related area may be preferred. Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description. **Preferences** + Highly organized and detail-oriented, with a considerable amount of administrative experience. + Excellent interpersonal and communication skills, both oral and written. + Exceptional time management skills. + Capable of effectively managing multiple duties and competing deadlines with minimal supervision. + Comfortable working on both multifaceted projects and daily administrative details to support operational functions. + Experience with faculty records and processes at the University. + Flexibility and willingness to help where needed. + Ability to foster a collaborative, inclusive work culture. **Type** Benefited Staff **Special Instructions Summary** **Additional Information** The University is a participating employer with Utah Retirement Systems (“URS”). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at (801) 581-7447 for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS’ post-retirement rules and restrictions. Please contact Utah Retirement Systems at (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 if you have questions regarding the post-retirement rules. This position may require the successful completion of a criminal background check and/or drug screen. The University of Utah values candidates who have experience working in settings with students and patients from all backgrounds and possess a strong commitment to improving access to higher education and quality healthcare for historically underrepresented students and patients. All qualified individuals are strongly encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities. The University of Utah is an Affirmative Action/Equal Opportunity employer and does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran’s status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both. To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Affirmative Action ( OEO /AA). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at: https://www.utah.edu/nondiscrimination/ Online reports may be submitted at oeo.utah.edu https://safety.utah.edu/safetyreport This report includes statistics about criminal offenses, hate crimes, arrests and referrals for disciplinary action, and Violence Against Women Act offenses. They also provide information about safety and security-related services offered by the University of Utah. A paper copy can be obtained by request at the Department of Public Safety located at 1658 East 500 South.