Department Manager

Job Posting Title:

Department Manager

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Hiring Department:

Department of Spanish and Portuguese

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt from FLSA

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

What benefits do I receive with UT? The university offers an impressive benefits package. For more details on benefits, please see: and

For more information about the College of Liberal Arts, please visit:

Our college seeks to build a supportive, growth-minded community and cultivate outstanding and courageous leaders. For more information on the college staff leadership academy, please visit:

For more information on college staff professional development, please visit:

Purpose

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.

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.
• Communications: 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.
• Department Management: 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.
• Financial: 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.

Required Qualifications

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.

Preferred Qualifications

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.

Salary Range

$80,000 + depending on qualifications

Working Conditions

Typical office environment

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications.Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your. Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer,complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university's company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.