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Sr. Administrative Manager, SON Student Affairs/Admissions

University of Texas Medical Branch
Island, TX
Closing date
Feb 11, 2023

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Position Type
Employment Type
Organization Type
College / University
Job Summary:

Provides senior level managerial oversight to a department or division in regards to planning, fiscal activities, business operations and/or administrative functions.

Minimum Qualifications:

Bachelor's degree or equivalent in related field and four years related experience.

Job Duties:


Policies and Procedures
  • Develop, review and update department policies and procedures, ensuring alignment with University policies
  • Organize and lead orientation of new OASA employees
  • Collaborate with Associate Dean in establishing and attaining goals and objectives and manage office in Associate Dean's absence
  • Serve as liaison with Texas Board of Nursing for initial licensure. Keep abreast of BON policy and ensure BSN admission staff procedures and policies are in BON compliance. Identify and resolve potential student BON issues.

Budget and Fiscal Responsibilities
  • Coordinate procurement and tracking of equipment and supplies to ensure best value and within OASA budget
  • Co-manage departmental budget planning and development process with Associate Dean
  • Monitor budget and complete monthly reconciliation for OASA's five accounts using DataMart
  • Serve as Key Control Officer for OASA for the processing of all student badge requests
  • Serve as Timekeeper for OASA. Resolve employee issues as needed.

Data & Reports
  • Develop reports and queries using NCAS, Campus Solutions, and Qlik
  • Conduct research, analyze key results, and prepare reports regarding admission, enrollment and graduation information
  • Complete admission and graduation sections of annual reports as requested by SON leadership. Examples include AACN Annual Survey and US News.
  • Complete two versions of the Term Enrollment Report each semester on the first day of class and the day after Census

  • Manage Academic Calendar and timelines for key events. Work closely with Department Chairs to develop academic program dates and deadlines.
  • Edit and update the New Student Guide, SON Bulletin, Student Handbook, and other documents as needed. Review UTMB General Catalog.
  • Compile and prepare Certification Lists of graduates each semester - separate lists for undergraduate and graduate levels
  • Prepare Dean's List of Academic Award letters each semester - Traditional BSN only

Management Responsibilities
  • Supervise Administrative Assistant and other support staff as assigned
  • Serve as OASA advisor for Student Nurses Association
  • Attend monthly Board and General meetings
  • Provide administrative support

Special Events
  • Manage White Coat Ceremony
  • Secure date and venue. Submit catering and audio visual orders.
  • Order pins from Gold Foundation and coats from Lamont (current vendor)
  • Issue and track student order forms using Survey Monkey MS Forms
  • Collaborate with SON staff on agenda, program, and menu
  • Prepare and distribute coats at Orientation
  • Compile and order program from UTMB print shop
  • Recruit and instruct Student Ambassadors or SNA Officers
  • Oversee White Coat Ceremony process on day of event
  • Oversee annual Commencement
  • Coordinate procedural changes with faculty and staff (follow Task List)
  • Run reports of expected graduates each semester and maintain master spreadsheet that includes pin orders, regalia orders, and awards
  • Prepare and submit required accounting forms to UTMB leadership
  • Prepare and issue ballots using MS Forms
  • Student ballots
  • Faculty ballots
  • Coordinate ordering instructions with Brandt (pins) and Bookstore (Balfour regalia)
  • Coordinate faculty regalia orders if paid by the Dean
  • Prepare list of awards for certificates and monetary deposits, and process through Peoplesoft
  • Compile information and maintain Commencement webpages
  • Order supplies and submit requests for services
  • Compile and enter all information for official Commencement program
  • Request information from SON staff and other UTMB departments
  • Work closely with UTMB Print Shop for final product
  • Coordinate with UTMB Campus Store:
  • Cap and gown orders and delivery
  • Announcement orders
  • Coordinate audio visual and photography with UTMB and Moody Gardens
  • Coordinate security with UTMB Police
  • Submit PeopleSoft documents for payment for venue, student awards, printing, and AV services
  • Prepare students lists and cards for Commencement
  • Serve as lead at ceremonies
  • Coordinate production of annual Composite

  • Conduct special projects and create ad hoc reports as assigned
  • Assist with OASA events and special projects as needed

  • Bachelor's degree and a minimum of three years of related experience
  • Experience with PeopleSoft, Campus Solutions, BON, Qlik, and NCAS strongly desired.

  • Knowledge of University policy concerning admissions and registration processes. Understanding of various functions with Admissions and Student Affairs.
  • Ability to manipulate data in MyStar, Campus Solutions, and Qlik to develop reports and information as required. Ability to collaborate with IT to develop solutions and automate process as needed.
  • Ability to communicate effectively, orally, and in writing, with prospective students, current students, faculty, staff (at all levels), and others of diverse backgrounds.
  • Excellent writing, editing, and formatting skills.
  • Ability to organize work effectively, conceptualize and prioritize objectives and exercise independent judgment based on an understanding of organizational policies and activities.
  • Ability to establish and maintain effective work relationships with students, faculty, staff and the public.
  • Ability to coordinate and supervise the work of others and develop/implement training as required.
  • Ability to integrate resources, policies, and information for the determination of procedures, solutions, and other outcomes.
  • Ability to apply budgeting and fiscal planning techniques within financial constraints.
  • Ability to use PC and network systems, especially database systems.
  • Ability to independently collect and compile information as required.
  • Ability to remain professional, flexible, proactive, resourceful and efficient while working in a fast paced environment and sometimes under pressure.
  • Ability to safeguard and protect confidential information.
  • Ability to demonstrate exceptional customer service.

Salary : $71,000- $92,300


UTMB Health strives to provide equal opportunity employment without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, genetic information, disability, veteran status, or any other basis protected by institutional policy or by federal, state or local laws unless such distinction is required by law. As a VEVRAA Federal Contractor, UTMB Health takes affirmative action to hire and advance women, minorities, protected veterans and individuals with disabilities.


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