"Manager of Administrative Support Operations-Real Estate"

Job Summary

Responsible for overseeing and supporting activities essential to the operation of the office of Real Estate and Property Management, requiring highly complex and 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.

This role provides comprehensive support for real estate operations, including property transactions, lease coordination, and portfolio management. This role ensures the accuracy and integrity of real estate records, supports compliance with institutional and regulatory requirements, and contributes to the strategic management of the university's real estate assets.

Core Responsibilities

1. Manages the day-to-day operations of the office of Real Estate and Property Management. Maintains and updates the Campus Land spreadsheet and real estate portfolio database. Prepare the Annual Transaction Report, including purchases, sales, easements, leases, and income managed by Real Estate Operations (REO).
2. Organizes and coordinates office operations to support the rental portfolio, including maintaining office standards, procedures, and supplies. Review records for retention, disposition, or destruction.
3. Supervises and supports real estate administrative staff.
4. Serves as a liaison with university stakeholders, community, and customers. Maintain tenant relationships, ensure compliance, document work orders, and coordinate with UTSA Operations. Manage broker relationships to support marketing and leasing efforts. Interact with clients, respond to inquiries, and provide property information.
5. Oversee projects or programs that are essential to the office growth and development.
6. Provides additional support to the Director of Real Estate as required. Assists with identifying and assessing potential problems while working independently to prioritize and design resolutions to complex matters.
7. Coordinates with the UT System Real Estate Office on institutional matters.
8. Conducts annual market value updates for real estate holdings.
9. Creates, compiles and stores closing binders for purchases & sales of real property transactions. Obtains appraisals for real estate transactions. Notifies appraisal districts of ownership changes and applicable exemptions.
10. Assists with the RFP/RFQ process for real estate services.
11. Research and uploads deed records to the real estate database.
12. Updates the Real Estate Contract and Timeline Checklist as needed.
13. Monitors lease payments and maintain annual cash flow projections in collaboration with the Business Service Center (BSC). Track and confirm receipt of lease payments; escalate delinquencies to the Director of Real Estate.
14. Assists in the creation and distribution of marketing materials for property listings.
15. Attends property showings and assist with application processing.
16. Coordinates lease check-out procedures, including damage assessments and deposit returns. Processes and tracks lease renewals, recertifications, and move-out procedures.
17. Performs other duties as assigned.

Required Qualifications

• Bachelor's degree from an accredited institution.
• Ten years of increasingly responsible administrative experience to include: Supervisory and administrative management experience.
• This position requires the ability to maintain the security and integrity of UT San Antonio and its infrastructure.

Preferred Qualifications

• Bachelor's degree in Project Management, Business Administration, Public Administration, Real Estate, Finance, Contract Management, or related.

Knowledge Skills and Abilities

• Demonstrated verbal and written communications 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.

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. UT San Antonio campuses are accessible to persons with disabilities.