Department Manager

Job Posting Title:

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Hiring Department:

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Position Open To:

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Weekly Scheduled Hours:

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FLSA Status:

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Earliest Start Date:

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Position Duration:

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Location:

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Job Details:

What benefits do I receive with UT? The university offers an impressive benefits package. For more details on benefits, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards.

For more information about the College of Liberal Arts, please visit: https://liberalarts.utexas.edu/.

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https://liberalarts.utexas.edu/resources-for-faculty-staff/staff-leadership-academy/.

For more information on college staff professional development, please visit:

https://wikis.utexas.edu/display/larc/Staff+Professional+Development+Fund.

To manage the administrative support services of a large department. Responsible for the administrative support of a large department requiring overall management of departmental administrative or technical services, special projects and reports. Manages departmental services and processes, special projects, budgets and reports. Plans short or long range projects and helps formulate strategies for funding and project implementation. Makes complex administrative decisions regarding organizational and departmental issues. Oversees multiple administrative or operational projects as assigned by administrator. Interacts with staff and departments via correspondence, telephone or personal contact. Manages facilities space allocation and physical inventory. Provides consultation regarding contractual and technical duties delegated to support staff. Works with skilled technical personnel. May supervise support staff. Performs related duties as assigned. May attend departmental staff meetings. May represent the departmental administrator in their absence as needed. May coordinate grant processing to include application procedures, writing, applications, report coordination, and expense tracking.

This is a fixed term position with a duration of 2 years from the date of hire.

• Assist the department chair, principal investigators of grants, budget council and various faculty committees by gathering and compiling information required for complex decisions pertinent to the department. Prepares, or directs the preparation of, administrative reports needed for budget planning, staffing decisions, recruiting, hiring, and promotion. Manage department budget planning, account reconciliation, and college database updates. Prepares reports associated with departmental funding.
• Responsible for recruitment, hiring, training, supervision and evaluation of classified staff and student workers. Maintain position and employee records in Workday and all personnel files. Prepare and maintain staff vacation and sick leave reports in Workday. Supervises all aspects of department functions and determines employee work priorities.
• Manage and coordinate faculty recruiting, hiring, prior approval requests, appointments, reviews and evaluations, and promotion dossiers. Process immigration documents as needed. Maintain faculty personnel files. Prepare and maintain faculty leave requests, faculty unbalanced teaching loads, faculty proposals and reports as required. Prepares Workday documents for non-tenured positions, summer teaching and additional pay. Prepares faculty promotion files, departmental faculty review files, and digital folders for committees.
• Works in close collaboration with College of Liberal Arts Course Management personnel to ensure that the course schedule meets student and department needs. Collaborates with staff and faculty committees responsible for determining course-scheduling strategies and preparing for budget impacts. Implements college and department policies affecting course offerings such as faculty workload, semester credit hour requirements, and instructor availability. Work with faculty to review course descriptions in preparation for advising and registration. Prepares student billing for study abroad program.
• Coordinates endowment and scholarship programs by preparing projected budgets and criteria for committee review. Works closely with the undergraduate scholarship chair to set up on-line systems, and communicates with all student nominees to be able to process the awards per the faculty award committees.
• Coordinates with the college offices including HR and ITS centralized services on maintenance of electronic office management, work orders, and annual certifications. Reviews endowment system for changes to criteria. Assists with inventory updates as needed. Assists with the purchasing of electronics and software for the department. Prepares contracts for the department and works with Office of Sponsored Projects as needed on projects.
• Other related functions as assigned.

Bachelor's degree and at least five years of experience performing advanced administrative functions. Experience supervising employees. Demonstrated ability to maintain fiscal management of an office or department. Experience creating and maintaining budgets. Experience with Workday. Very strong attention to detail. Ability to work in a fast-paced environment with multiple ongoing deadlines. Demonstrated problem-solving skills and be a self-starter. Excellent interpersonal, organizational, and oral and written communication skills. High level of proficiency with Microsoft Office programs: Excel, PowerPoint, Word, Outlook. Austin-area base is required.

Relevant education and experience may be substituted as appropriate.

Additional experience beyond required qualifications, including oversight of department budgets. Experience using advanced features of UT Box, DocuSign, and extensive Workday knowledge as a HR Partner. Knowledge of or interest in business process improvement. Master's degree in higher education or related field.

$60,000 + depending on qualifications

Typical office environment

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

Importantfor applicants who are NOT current university employees or contingent workers:You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure thatALLRequired Materials have been uploaded. Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers:As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

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Retirement Plan Eligibility:

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer,complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university's company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.