Department Manager

University of Texas at Austin

2d•$80,000•Onsite

About The Position

To provide executive level, professional support for the Chair of an academic department in the College of Liberal Arts. To assist with a large volume of highly complex administrative matters with a university wide scope. Assist with long range strategic planning and meeting goals.

Requirements

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.
Relevant education and experience may be substituted as appropriate.

Nice To Haves

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

Responsibilities

Oversee business management for Benedict Hall building. Serve as a point of contact for building issues and repairs. Submit work orders, including service, construction, moving, surplus, and event requests in collaboration with the Administrative Associate. Oversee emergency and safety procedures, including COVID-related signage. Oversee building access procedures: interface with Locks and Keys and ITS to manage physical locks and proximity access processes.
Create, manage, and update all listservs for the department and building. Track office assignments and oversee creation of departmental directory. Create, update and manage departmental website, including creating and managing all internal request forms. Manage faculty and staff lists on website. Assist in the production and submission of department newsletter. Oversee content and assist with updates on all areas of departmental website.
Provide guidance to faculty, staff, and students o policies and procedures relevant to their positions. Review internal processes to ensure that they are in keeping with university, state, and federal procedures and laws. Set departmental policies and procedures to ensure compliance with relevant guidelines and to achieve maximum efficiency. Supervisor department staff: recruit, hire and train all core department staff; perform annual appraisals; oversee and assign job duties to ensure all department support needs are being met. Approve all vouchers, Workday, and UT Direct documents processed in the department. Serve as point of contact for general questions or information requests. Prepares contracts for the department and works with Office of Sponsored Projects as needed for projects. Works with faculty on course management to ensure all departmental and student needs are met.
Manage departmental accounts and budgets in coordination with department chair. Assist financial analyst with account setup requests, transfers, reconciliations, and costing allocations. Prepare and supervise the preparation of various department reports, annual operational budgets and endowment reporting. Oversee financial analyst and set priorities for reporting of grant, startup, and other research accounts. Review endowments for updated criteria, prepares departmental budget and ensure usage is in alignment. Prepares student billing for departmental study abroad program and oversees processing of undergraduate scholarships.
Manage faculty HR and faculty affairs. Coordinate faculty recruitment, including managing job postings and recruitment committee assignments in Interfolio and facilitating external advertisements for faculty positions. Process PARs and new hire tenure reviews for faculty hires. Manage faculty leave processes, including FRAs, SRAs, CRFs, buyouts, and other faculty leaves. Manage faculty summer appointments, faculty allowances, and fellow appointments to endowments. Track and process all clinical and research faculty assignments. Create annual offer letters for all non-tenure track faculty. Maintain faculty personnel records, faculty meeting agendas and notes, and governance documents. Coordinate faculty reviews, including: promotion and tenure reviews, faculty annual reports, post-tenure reviews, third year reviews, and teaching award nominations.
Provide post-hire HR support for all staff, student, and faculty. Answer questions, provide guidance, and direct employees to resources to resolve HR concerns. Serve as liaison to Central HR, Payroll, and other centralized HR services to assist with post-hire issues. Serve as timekeeper to approve time sheets for all department employees and manage all related timekeeping processes, including vacation, sick leave, FMLA, and payouts at termination. Manage merit review process for department. Process all visa requests in MyIO and provide guidance for international employees and their supervisors.
Act as liaison with the Deans Office, and other central business areas at the university to ensure adherence to policies and procedures. Provide leadership as a member Liberal Arts Senior Staff Organization (LASSO)and collaborate with COLA administration
Other related functions as assigned.