"Manager of Administrative Support Operations (Dean's Office), Klesse College of Engineering and Integrated Designs"

Job Summary

Responsible for overseeing and supporting activities essential to the operation of the Office of the Dean, that require extremely high complex and extremely independent decision-making skills for the further growth and development of the office. Maintain a structure for collaboration with all key staff members to ensure that all functions are maintained and covered to manage an effective and efficient office. Plan, coordinate and direct the business management activities and all essential functions of a unit headed by the Dean.

Core Responsibilities

1. Oversees the daily operations of the Dean's Office, maintaining a professional, organized, and efficient work environment.
2. Provides high-level administrative support to the Dean, including calendar management, travel arrangements, special project oversight, and facilitating communication.
3. Drafts, edits, and manages official correspondence, reports, presentations, and other official documents on behalf of the Dean.
4. Serves as the primary liaison between the Dean's Office and internal/external stakeholders, ensuring effective communications and follow-up.
5. Supervises and trains administrative staff and student workers, delegating tasks as appropriate.
6. Maintains and updates office records, databases, and filing systems, ensuring confidentiality and compliance with institutional policies.
7. Coordinates and conducts follow-up on the Dean's administrative activities and projects to assure deadlines are met ahead of schedule and deliverables meet or exceed quality standards.
8. Plans and coordinate events such as faculty meetings, academic ceremonies, and special projects, handling logistics like venue booking, catering, and materials preparation.
9. Supports faculty recruitment processes, including scheduling interviews and coordinating onboarding activities.
10. Assists with identifying and assessing potential problems while working independently to prioritize and design resolutions to complex matters.
11. Interacts with administrators, faculty, and staff in academic areas regarding various policies and regulatory questions and interpretations as they relate to the College.
12. Coordinates faculty reviews, including third-year reviews, promotion and tenure, CPE, annual, and FTT evaluations.
13. Performs other duties as assigned.

Required Qualifications

• Bachelor's degree from an accredited institution.
• Ten years increasingly responsible administrative experience to include: Supervisory and administrative management experience. Education may be substituted for experience on a one for one basis.
• This position requires the ability to maintain the security and integrity of UTSA and its infrastructure.

Preferred Qualifications

• Bachelor's degree in Business Administration or a related field from an accredited institution.
• Experience in a University setting.
• Experience working with faculty and administrators.
• Thorough knowledge of University administrative structure, policies, and procedures in a Graduate School or comparable setting.

Knowledge, Skills, and Abilities

• Demonstrated verbal and written communication skills.
• Independent decision-making and problem-solving ability.
• Demonstrated ability to maintain tact, diplomacy and discretion in all matters.
• Demonstrated independent decision-making and problem solving ability.
• Proficient in Microsoft Office Suite.

Additional Information

• UTSA is a tobacco free campus.
• This is a security sensitive position. Employment is contingent upon a successful background check.
• Applicants selected must be able to show proof of eligibility to work in the United States by time of hire.
• Valid driver's license and Motor Vehicle Record (MVR) as applicable.

Working Conditions

• Office environment.
• Ability to travel to and from meetings, training sessions or other business-related events.
• After hours and weekend work is required on an occasional basis.

Physical Demands

• Sedentary work; sitting most of the time. Jobs are sedentary, if walking and standing are required, only occasionally.
• Exerts up to 10 lbs. of force occasionally.

This position will be primarily located on campus. Travel and parking expenses are the employee's responsibility.

Equal Employment Opportunity

As an equal employment opportunity and affirmative action employer, it is the policy of The University of Texas at San Antonio to promote and ensure equal employment opportunity for all individuals regardless of race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability or genetic information, and veteran status. The University is committed to the Affirmative Action Program in compliance with all government requirements to ensure nondiscrimination. Women, minorities, people with disabilities and veterans are encouraged to apply. UTSA campuses are accessible to persons with disabilities.