Administrative Manager

Job Posting Title:

Administrative Manager

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Hiring Department:

College of Liberal Arts

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt

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Earliest Start Date:

Mar 20, 2025

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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

The African and African Diaspora Studies (AADS) department enrolls degree-seeking undergraduate majors and minors, doctoral students, and students seeking individual courses to enhance their UT educational experience. AADS faculty are frequent winners of prestigious teaching awards and research prizes, bringing unmatched enthusiasm and the latest techniques to the classroom. AADS is the degree-granting unit of the Black Studies Collective .

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:

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

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Purpose

Administers, facilitates, and coordinates all faculty-related affairs within AADS. Collaborates with Department Chair, Associate Department Chair, and Department Manager to establish faculty-related policies and determine best practices. Responsible for actively participating in curriculum planning and course promotion in AADS. Provide administrative and operational support to Department Chair and Director of Operations.

Responsibilities

• Promotion & Tenure, Reviews. Conduct and oversee all aspects of the departments promotion and tenure processes. Coordinate annual peer teaching observation process in AADS, setting deadlines, assigning observation partners, and ensuring that observation letters include all required elements as outlined in the Provosts promotion and tenure General Guidelines. Consult College timelines with Chair and with Executive Committee to plan, conduct, and/or advise faculty concerning mid-probationary reviews, comprehensive periodic reviews, and the annual review of faculty. Establish and/or communicate annual deadlines for AADS faculty members submission of Faculty Activity Reports (FARs) and of entries to the Provosts Offices Publication Database.
• Administrative Support. Support Director of Operations (DOO) on tasks such as managing calendar, email correspondence, meeting scheduling, planning, note-taking, follow-up, unit communication, meeting agendas, presentation materials, and administration coordination of unit programs and initiatives. Serve on Operations Team to aid in the process of human resources using Workday (business processes) functions for staff and student appointments, including recruitment, supporting hiring committee, appointment processing, and new employee onboarding. Work with Financial Analyst in the completion of related financial transactions. Support Director of Operations (DOO) in the call to staff for any all-hands-on-deck needs (to service BSC events and other initiatives).
• Governance. Coordinate faculty meeting schedules, meeting spaces, the drafting of meeting agendas, and related faculty communications. Coordinate with BSC Director of Operations (DOO) and BSC Facilities Team to set up for and rearrange meeting rooms before and after faculty and EC meetings. Take meeting minutes; subsequently circulate them to faculty members. Partner with Chair to make faculty committee assignments. Communicate policies, deadlines, and opportunities to faculty in a timely manner. Update and maintain faculty handbook as needed.
• Hiring. Provide structure, timelines, and coordination for departmental recruitment and hiring processes. Coordinate with AADS Executive Committee on assignment of faculty mentors. Coordinate with COLA HR, COLA Finance and/or relevant units to execute hiring process. Process faculty, student, and staff appointments in Workday.
• Leaves and records. Coordinate with faculty external award recipients, with faculty otherwise accepting temporary appointments external to UT, with Deans Office staff, with the Colleges Research Support Office, and with Financial Manager as needed to conduct processes associated with faculty leaves. Maintain faculty records, including courses taught, leaves taken, course releases granted, and medical leaves and extensions of the probationary period, as well as records of annual committee assignments, historical and upcoming faculty reviews, upcoming and historical faculty summer assignments, etc.
• Faculty Merit Calculation. Calculate merit allocations for AADS faculty members based on the Chairs preferences and on Faculty Merit Recommendations approved by the Executive Committee. Coordinate with Department Manager to report approved faculty merit recommendations to the College. Coordinate with College of Liberal Arts staff to process AADS faculty members teaching summer assignments and non-teaching summer assignments.
• Curricular management . With guidance from Chair, DOO, and Associate Chair(s), serve on curriculum management team with Graduate Program Coordinator. Coordinate with COLA CMS to plan departmental course, making TA and hourly grader allocations to AADS courses, and planning for and hiring non-tenure-track faculty to fill anticipated curricular gaps. Coordinate with Graphic Designer and AADSs course scheduler to create and circulate online course flyers prior to the registration period of each semesters courses. Serve as backup for AADSs Graduate Program Administrator in downloading, organizing on Box, and maintaining physical and digital CIS archives.
• Other related functions as assigned.

Required Qualifications

Bachelor's degree in a related field. A combination of five years experience administering or coordinating an academic program, preferably in a higher education environment. Experience with general outreach, program development, and committee service. Capacity to work independently without substantial guidance. High standards, professional demeanor, professional communication skills, and the ability to compose accurate and timely correspondence. Ability to work independently and as part of a team, to organize, prioritize, and report on competing projects. Must be able to set and meet deadlines as well as work regular hours and arrive to work punctually on a routine basis. Intrinsically motivated with a systematic and extremely prepared work style. Experience and discretion in dealing with confidential and sensitive information. Ability and willingness to take on various and new responsibilities.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Master's degree or higher in a related field. More than five years of experience administering or coordinating a program. Experience and familiarity with The University of Texas at Austin, its policies and procedures. Experience working in a collaborative academic environment, in the field of Black Studies, with departmental curricula, and with faculty. Familiarity with the University course scheduling system, University and College course requirements, and UT degree plans.

Salary Range

$61,000 + depending on qualifications

Working Conditions

• May work around standard office conditions

• Repetitive use of a keyboard at a workstation

• Use of manual dexterity

• Work continuously with confidential and sensitive student-related issues

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 contractors 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 universitys company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English) [PDF]
• E-Verify Poster (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.