Plan II Staff Director and COLA Honors Program Liaison

The University of Texas at Austin • Austin, UT

12d • Onsite

About The Position

This position provides executive-level, professional support for the Faculty Director of the Plan II Program in the College of Liberal Arts. The role involves daily and strategic leadership to Plan II staff, assisting with complex administrative matters of a university-wide scope, and supporting the Faculty Director with long-range strategic planning and goal achievement.

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.
• Review internal processes for compliance with university, state, and federal procedures and laws.
• Set policies and procedures for compliance and efficiency.
• Approve all vouchers, Workday, and UT Direct documents processed in the department.
• Serve as a point of contact for general questions and information requests.
• Prepare contracts for the department and work with the Office of Sponsored Projects as needed.
• Work with faculty on course management to ensure program and student needs are met.
• Supervise all Plan II staff, including recruitment, hiring, training, and annual appraisals.
• Oversee and assign job duties to ensure department support needs are met and communicate decisions to the Faculty Director.
• Provide post-hire HR support for staff, student workers, and faculty.
• Answer HR-related questions, provide guidance, and direct employees to resources.
• Serve as liaison to Central HR, Payroll, and other centralized HR services.
• Serve as timekeeper to approve time sheets and manage related processes (vacation, sick leave, FMLA, payouts).
• Manage the merit review process for the department.
• Process all visa requests in MyIO and provide guidance for international employees and supervisors.
• Oversee management of Plan II program accounts and budgets in coordination with the Faculty Director and other staff.
• Assist the financial analyst with account setup, transfers, reconciliations, and costing allocations.
• Prepare and supervise the preparation of department reports, annual operational budgets, and endowment reporting.
• Oversee the financial analyst and set priorities for reporting of grant, startup, and research accounts.
• Review endowments for updated criteria, prepare departmental budgets, and ensure alignment of usage.
• Manage faculty HR, including tracking and processing 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 faculty.
• Monitor course/seat availability and advise the Faculty Director of potential misalignment.
• Create, manage, and update all listservs for the Plan II Program.
• Track office assignments and oversee the creation of the Plan II Program directory.
• Create, update, and manage the Plan II website, including internal request forms.
• Manage faculty and staff lists on the website.
• Assist in the production and submission of the newsletter.
• Oversee content and assist with updates on all areas of the departmental website.
• Assist the Faculty Director with communication and planning of the Plan II Visiting Committee.
• Oversee management of program space.
• Serve as a point of contact for building issues and repairs.
• Submit work orders (service, construction, moving, surplus, event requests) in collaboration with the Administrative Associate.
• Oversee emergency and safety procedures.
• Oversee building area access procedures, interfacing with Locks and Keys and ITS.
• Act as liaison with the Dean’s Office and other central business areas to ensure adherence to policies and procedures.
• Act as liaison and coordinator between Plan II and the Liberal Arts Honors Program.
• Support the Plan II Faculty Director in maintaining connection and communication with Liberal Arts Honors.
• Work with the Liberal Arts Honors Faculty Director as needed.
• Perform other related functions as assigned.

Benefits

• Impressive benefits package
• Teacher Retirement System of Texas (TRS) retirement plan (if position is at least 20 hours per week and at least 135 days in length)

What This Job Offers

• Job Type: Full-time
• Career Level: Manager