Job Details

Administrative Manager

Position Number: 6777678
Location: Salt Lake City, UT
Position Type: Administrative Vice Presidents

Administrative Manager

Job Summary

The Administrative Manager provides strategic, operational, and supervisory leadership for the Department of Electrical and Computer Engineering (ECE) in the John and Marcia Price College of Engineering (PCE). As a key advisor to the Department Chair and liaison to college and university offices, this role directs the department's administrative, academic, and personnel processes to ensure smooth, compliant, and efficient operations.

The Administrative Manager oversees an administrative support team; coordinates complex faculty, student, and staff workflows; and leads process planning, policy implementation, and organizational improvements that support a large and growing department. This position reports to the PCE Director of Administration.

Learn more about the great benefits of working for University of Utah: benefits.utah.edu

Excellent health care coverage at affordable rates
14.2% retirement contributions that vest after four years
Generous paid leave time
10 paid Holidays per year
50% tuition reduction for employee, spouse, and dependent children
Flex spending accounts
Free transit on most UTA services
Employee discounts on a variety of products and services including cell phones & plans, entertainment, health and fitness, restaurants, retail, and travel
Professional development opportunities

The ECE Department is targeting to hire at the "Manager, Administrative / Office Services Management" job level based on their business need and budget.

Responsibilities
Essential Functions:In collaboration with the Department Chair and PCE leadership, the Administrative Manager oversees administrative and academic functions for the Department.
Strategic & Administrative Leadership:

Serve as primary administrative and operational support for the Chair and academic operations of the ECE department; manage communications, priorities, and departmental workflow coordination.
Oversee day-to-day department operations, academic operations, manage cyclical and ongoing administrative workflows, proactively anticipate emerging needs, and ensure compliance with university, college, and federal regulations.
Contribute to the development and execution of the department's mission aligned planning and strategic initiatives.
Collaborate with leadership to develop and implement policies and procedures that improve administrative operations and staff support.
Maintain departmental records, documentation systems, data reports and UBox structures to support efficient and transparent operations.
Monitor and address concerns, complaints, and suggestions, ensuring timely and effective resolution to sustain high levels of service satisfaction.

Staff Supervision & Workforce Management:

Supervise administrative staff, providing coaching, performance management, UUPM goal setting, and workload coordination.
Conduct hiring, onboarding, reclassification, remote-work agreements, and staff training.
Responsible for managing the staff schedule, including timekeeping (MYTIME), time-off requests, and hybrid work schedules.
Manage monthly staff meetings, cross-training, and annual staff retreats.
Identify, share, and encourage participation in professional development opportunities. Ensure ongoing competency of staff team and awareness of situational opportunities for peer-learning.

Faculty Affairs & Academic Administration:

Monitor and coordinate all faculty review processes (RPT, TFR, and CAV). Serve as support for review subcommittees and the Department Advisory Committee (DAC).
Responsible for maintaining faculty personnel records (excluding payroll) and activity reporting in Elements.
Manage faculty processes, i.e., award nominations, sabbaticals, leave of absence, emeritus requests, and phase retirement requests.
Manage faculty searches and hires (postings in PeopleAdmin, approvals, and required appointment documents). Assist search committees with candidate interviews and campus visits.
Attend and take minutes at faculty and department leadership meetings.
Oversee support of ABET, curriculum and course management, course fees, schedules, grade changes, student evaluations, and senior interviews.
Provide administrative support and coordinate efforts between the Department of Electrical and Computer Engineering Department in Salt Lake City and the University of Utah Asia Campus in South Korea.

Event Planning & External Engagement

Plan and execute with support staff major departmental events including the Faculty Retreat, External Advisory Board meetings, Chair's List Luncheon, Technical Open House, and student events.
Maintain industry, donor, alumni, and institutional contact list and support outreach efforts.

Hiring and Personnel Processes

Manage faculty, staff, and student hiring processes through PeopleAdmin, including posting, approvals, interviews, and offer letters.
Support J-1 and H-1B visa processing in coordination with ISSS and OGC.
Oversee affiliate appointments and campus access requests.

Financial Oversight:

Provide salary recommendations for staff.
Work with Department Financial Operations Manager to minimize costs: organize regular non-personnel expense audits, identify and understand opportunities for improvement, and provide outcome-based feedback.
Purchasing - Maintain oversight for Department non-personnel expenses, including reallocation of purchasing card activity, approval of reimbursement requests, invoice tracking, contract renewals, and processing expense reports for travel.

Operations, Facilities, and General Administration

Maintain records for physical space assigned to faculty, students, and research groups.
Oversee departmental reports, surveys, and reviews.
Draft and disseminate various forms of communication on behalf of department leadership.
Ensure efficient communication channels and support for postdoctoral fellows, visitors, and research groups.
Manage support for room scheduling, parking permits, mailroom assignments, kitchen schedules and office treat rotations.
Act as a liaison for department leadership with faculty and staff, the college, university, and outside entities.

DisclaimerThis job description has been designed to indicate the general nature and level of work performed by employees within this classification. It 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.

Minimum Qualifications
EQUIVALENCY STATEMENT: 1 year of higher education can be substituted for 1 year of directly related work experience (Example: bachelor's degree = 4 years of directly related work experience).
Department may hire employee at one of the following job levels:
Manager, Administrative / Office Services Management: Requires a bachelor's (or equivalency) + 6 years or a master's (or equivalency) + 4 years of directly related work experience.

Preferences

Excellent communication skills and experience writing in a professional environment.
Proficiency in Microsoft programs: Word, Excel, PowerPoint, OneNote, Outlook, Teams.
Quick-learner, adaptable, self-starter with exceptional organizational capabilities and ability to function independently and exercise sound judgment.
Exceptional time management skills and ability to manage multiple responsibilities and competing deadlines with minimal supervision.
Experience with faculty records and processes at the University.
Flexibility and willingness to help where needed.
Committed to fostering a collaborative, supportive, and team-oriented work culture.

Special Instructions

Requisition Number: PRN43758B
Full Time or Part Time? Full Time
Work Schedule Summary: 40-hour Full Time, 8am - 5:00pm, some flexibility
Department: 00065 - Elect & Computer Engineering
Location: Campus
Pay Rate Range: $70,000 to $80,000
Close Date: 1/30/2026
Open Until Filled:

To apply, visit https://utah.peopleadmin.com/postings/193252