Administrative Manager

University of Texas at Austin

1d•Hybrid

About The Position

The Department of Educational Leadership and Policy (ELP) seeks a dynamic leader to serve as the Administrative Manager. This is an important, front-line position that works closely with the department chair and faculty leadership to coordinate the operational, financial, and HR priorities of the department. The purpose of this role is to provide leadership and oversee administrative functions such as budgeting, salaries, human resources, promotion, recruiting, staff supervision, and compliance with a high degree of initiative and judgment to ensure operation of ELP is managed efficiently, in accordance with policy and law, and in concert with strategic objectives of the department. The ELP department is located in the UT College of Education and has a legacy of excellence in training scholars, practitioners, and educational leaders. The department has 25 full-time faculty, five full-time staff, and 300 graduate students. It also hosts three research centers and numerous research/practice projects.

Requirements

Bachelor's degree.
A combination of five years’ financial, human resources, and administrative management experience in large organizations, preferably in a higher education environment.
Expert time management and organizational skills, with attention to detail.
Demonstrated skills of tact, diplomacy and excellent judgment in dealing with others.
Professional demeanor.
Ability to work standard office hours and maintain regular attendance.
Demonstrated skills in strategic planning.
Exceptional customer service with professional written and verbal communication skills.
Ability to work efficiently under pressure and with frequent interruptions.
Ability to focus and meet competing deadlines.
Ability to take initiative and work independently yet can lead and follow as part of a team.
Experience and discretion in dealing with confidential and sensitive information.

Nice To Haves

Working knowledge of UT Austin and state purchasing and budgeting rules and procedures; UT Austin systems DEFINE, Workday, FRMS; experience with faculty recruitment and promotions.
More than the required amounts of education and experience.
More than five years’ financial, human resources, and administrative management experience in higher education.
Proven record of workforce planning and employee development.
Experience and familiarity with The University of Texas at Austin, its policies and procedures.
Experience working in an academic environment, and with faculty.

Responsibilities

Relieve the Chair of day-to-day operational decisions and manage the administrative functions of the department, including budgeting, financial operations and reporting.
Serve as electronic office manager (EOM) and maintain OHS contacts list for the Department, including two centers (ERC, CCCSE) and the Option III program (Executive Ed.D.).
Work closely with the Chair, department accountant, Dean's Office, and Provost in oversight of department budget.
Review and final approve documents (deposits, transfers) for quality control and compliance at the department level and one center (ERC).
Coordinate space needs for department faculty, staff, and students, working closely with the Dean's Office Facilities and ELP Procurement Coordinator.
Responsible for annual departmental inventory certification.
Coordinate faculty candidates and special guest visits, including travel, itinerary, and event planning.
Provide human resources functions for the department and the Option III program (Executive Ed.D.), reviewing appointments for compliance with relevant policies.
Act as departmental HR Partner, I-9 partner, absence partner and timekeeper for the entire department.
Process faculty, visiting scholars, and student (TA, GRA, GA) appointments.
Review human resources and payroll costing data regularly to ensure proper use of funding, ensuring adjustments are done in a timely manner, and in accordance with funding stipulations.
Plan, direct and update staff job descriptions.
Serve as human resources contact for faculty and students.
Assist the Chair in all faculty matters.
Coordinate the non-tenure track and tenured/tenure track recruitment process including advertising on the UT Faculty web site, reviewing the prior approval request documents (PAR), creating/editing offer letters in accord with the PAR, and monitoring funding commitments.
Manage the annual promotion and tenure project cycle and ad hoc promotion and tenure committees.
Manage other faculty review processes, such as comprehensive periodic review, faculty annual review, third year review, and peer teaching observations.
Manage new faculty files, faculty recruiting documentation, reports, spreadsheets, and other administrative needs, including the management of FRA/SRA requests.
Manage the tenured/tenure-track and non-tenure track merit process.
Collaborate with Department Chair as it pertains to faculty financial implications, faculty fellowships, endowed academic positions, and new hire packages.
Coordinate spring, summer, and fall faculty appointments.
Supervise and manage administrative staff in department and assist with staff training, recruitment, on-boarding, and separation for direct reports.
Primarily responsible for hiring, evaluating, and supervising student workers in coordination with Graduate Coordinator.
Serve as liaison with the Dean's office, other departments on campus, professional organizations, etc.
Counsel, advise, and interact with faculty, staff and students on a variety of university policies.
Interact with research partners while effectively representing the department, college, and university in a manner that supports the department's strategic initiatives.
Oversee the maintenance and updates of department web site.
Records management contact for department.
Maintain staff and faculty personnel files.