Assistant Director for Faculty and Staff Administration

The University of Texas at Austin•Austin, UT

2d•Onsite

About The Position

The College of Fine Arts is the college of creativity at The University of Texas at Austin—a home for artists, performers, designers, scholars, educators, makers and creatives ready to change the world. This Assistant Director position reports to the Director of the Butler School of Music. The purpose of this role is to serve as the central manager of faculty affairs and staff operations and to coordinate administrative needs across the school’s portfolio. Serves as strategic support and advisor to the Director.

Requirements

Bachelor's degree or the equivalent combination of education, training and experience from which comparable knowledge and skills can be acquired.
Three or more years of administrative support experience, with prior experience in supporting or managing an office or office leadership.
Three or more years of salaried staff management experience, including direct performance management.
Advanced working experience with Microsoft Office Suite tools (Word, Excel, Outlook, PowerPoint, Teams).
Advanced writing and editing skills.
Demonstrated Competencies: Initiative, Teamwork, Conflict Management, Decision Making and Critical Thinking, Effective Communications, Strategic Planning, Problem Solving, Service Excellence.
Resume/CV
3 work references with their contact information; at least one reference should be from a supervisor
Letter of interest

Nice To Haves

Experience with Qualtrix preferred.
Masters degree.
Experience working within University executive-level offices.
Experience with human resource-related responsibilities.
Experience working with faculty in a higher-education environment.
Experience with strategic planning.

Responsibilities

Manage Faculty HR lifecycle, including recruitment (Interfolio), Faculty Hiring administration, onboarding, Comprehensive Periodic Review (CPR), Promotion and Tenure Support (P&T), and Annual Merit Review Support.
Responsible for faculty appointment correspondence (visa approval cycle, faculty leave paperwork, faculty awards).
Advises Director, as needed, on HR matters related to faculty (e.g., faculty workload, leaves, and miscellaneous faculty-related things).
Proactively communicates and coordinates with Director of Faculty Affairs Office within the Dean’s Office to align with dean and provost-level approvals.
Manages Butler School of Music staff lifecycle: Recruitment, onboarding, manager training (performance management expectations), annual appraisals, and offboarding.
Serves as “HR Partner” within the university’s Human Capital Management (HCM) system (Workday).
Responsible for knowing and staying current with university HR rules, policy and best practices (i.e., I-9 employment authorization, background checks, timesheets, etc.).
Maintains updated staff way-finding materials (safety plans in coordination with building manager), staff communication listserv, organization chart, website directory, and any department-specific materials and guidance that support the employee experience within the department.
Includes communication and coordination with Director of Human Resources Office within the Dean’s Office to align with dean and Central HR-level approvals.
Manage direct-report salaried staff, including Registrar and Graduate Coordinator.
Co-manage Assistant to the Director and Piano Technicians. Co-management includes serving as point of contact for scheduling and leave situations.
Responsible for performance management, training identification, annual appraisals, and cross-training, as needed.
Strategic partner with Director in overall staff management and administrative leaves.
Includes quality assurance for building presentation in partnership with building manager (e.g., posters, monitors, public presentation).
Manage internal communication messaging to faculty and staff anticipating any relevant operational updates/changes for department.
Serve as administrator for DocuSign, Define DPUSER, and coordinates with building manager for key and building access.
Responsible for coordinating with Financial Officer on faculty and staff budget transactions, as needed, throughout the year.
Responsible for seasonal (surge) effort, typically occurring during the BUD, Instructional Budget, and Merit cycles from March – July.
Reviews and advises, as needed, on soft funding budget for NTT faculty review and management.
Coordinate with Associate Director and Director to create committee agenda and manage committee calendaring.
Manage annual faculty review process as well as CPR/Post-Tenure review material collection and distribute as needed.
Conduct surveys for votes from committee members and organize and archive results and other Executive Committee reports and data.
For Faculty Annual Reports: Communicate materials and due dates.
Coordinate with Registrar to share out CIS reviews to committee.
Gather and oversee collection of annual accreditation data (NASM/SACS).