Plan II Staff Director and COLA Honors Program Liaison

University of Texas at Austin

13d•$95,000•Onsite

About The Position

To provide executive level, professional support for the Faculty Director of the Plan II Program in the College of Liberal Arts. To provide daily and strategic leadership to Plan II staff and assist with a large volume of highly complex administrative matters with a university wide scope. Assist Faculty Director with long range strategic planning and meeting goals.

Requirements

Bachelor's degree and five years of related staff or organizational management experience.
Supervisory experience and ability to foster and maintain a positive team-oriented environment.
Demonstrated self-starter with excellent written and verbal communication skills.
Ability to work effectively both independently and with minimal supervision in a high-volume office.
Ability to think strategically, creatively, and collaboratively.
Demonstrated ability to work well under pressure and effectively manage details of several concurrent projects.
Professional demeanor and ability to maintain confidentiality.
Understanding of and commitment to higher education.
Relevant education and experience may be substituted as appropriate.

Nice To Haves

More than five years of experience in higher education administrative management.
Experience with UT systems, including Workday, DEFINE, FRMS, and UT-RMS.
Familiarity with UT policies and procedures.
Experience with Smartsheet, DocuSign, Adobe, Microsoft Office suite, Interfolio, Tableau, and other related external systems.
Project management experience, including planning, creating, and monitoring budgets.

Responsibilities

Provide guidance to faculty, staff, and students on 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 policies and procedures to ensure compliance with relevant guidelines and to achieve maximum efficiency.
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.
Work with faculty on course management to ensure all program and student needs are met.
Supervise all Plan II 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 and communicate decisions and outcomes to faculty director.
Provide post-hire HR support for all staff, student workers, 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.
Oversee management of Plan II program accounts and budgets in coordination with faulty director and other staff.
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.
Manage faculty HR: Track and process all professional track faculty assignments.
Create annual offer letters for all non-tenure track faculty.
Coordinate and maintain multi-year agreements with college faculty teaching in the Plan II Program.
Verify appropriate use of endowment funds and costing allocations for these faculty.
Monitor course/seat availability and advise faculty director of potential misalignment of student needs and course availability.
Create, manage, and update all listservs for the Plan II Program.
Track office assignments and oversee creation of Plan II Program directory.
Create, update and manage Plan II website, including creating and managing all internal request forms.
Manage faculty and staff lists on website.
Assist in the production and submission of newsletter.
Oversee content and assist with updates on all areas of departmental website.
Assist Faculty Director with communication and planning of Plan II Visiting Committee.
Oversee management of program space.
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.
Oversee building area access procedures: interface with Locks and Keys and ITS to manage physical locks and proximity access processes.
Act as liaison with the Dean’s Office, and other central business areas at the university to ensure adherence to policies and procedures.
Act as liaison and coordinator between Plan II and the Liberal Arts Honors Program.
Support Plan II Faculty director in maintaining connection and communication with Liberal Arts Honors.
Work with Liberal Arts Honors Faculty Director as needed.
Other related functions as assigned