Department Manager

Department Manager

The Department Manager for the Black Studies Collective (BSC) is responsible for assisting in the coordination of programs, projects, research / academic, policy, communications, and community-building events for the African and African Diaspora Studies (AADS), Institute for Urban Policy and Analysis (IUPRA), Warfield Center, and Art Galleries at Black Studies (AGBS). This role works collaboratively across BSC units as well as colleges, schools, and centers across the University of Texas campus. This is a two year fixed-term position from the date of hire.

Responsibilities

BSC Administrative Management. Manages the day-to-day administrative processes, personnel management, technical services, and maintains on-going reports for BSC leadership. This role oversees the human resource function staff and coordinates efforts with College of Liberal Arts Human Resources team and with Central HR as needed to address and resolve personnel issues. Review internal processes to ensure compliance with university, state, and federal procedures and laws. In coordination with Black Studies' senior leadership, set unit policies and procedures. Oversee Senior Administrative Associate(s) in serving as point of contact for facilities issues and repairs to the Gordon-White Building (GWB). Advise Black Studies' senior leadership concerning and oversee office and office key assignments in Black Studies spaces in GWB and Bellmont Hall. Supervise Senior Administrative Associate(s) in coordination of office moves and the move-in process for incoming faculty and staff, and in submission of work orders, including service, construction, moving, surplus, and event requests.

Faculty Affairs Management. Manage AADSs Faculty Affairs including compensation (i.e., calculate merit allocations for AADS faculty members per Chairs guidance and on Faculty Merit Recommendations approved by the Executive Committee), governance (i.e., coordinate meeting schedules, meeting spaces, the drafting of meeting agendas, meeting minutes, and related faculty communications); manage faculty / instructors recruitment and separation (i.e., provide structure, timelines, and coordination for faculty and postdoctoral fellow recruitment and hiring processes; coordinate with AADS Executive Committee on assignment of faculty mentors), process leaves, maintain faculty records, coordinate reviews and promotion process (i.e., 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), coordinate support efforts with International Student and Scholar Services (ISSS) and Texas Global on processing AADS faculty members and academic staff members visa petitions and extensions, permanent residency documentation, and other related paperwork; coordinate with Financial Analyst on budgeting for and delivering payment for these expenses. Process faculty appointments; communicate policies, deadlines, and opportunities to faculty in a timely manner, and coordinate with College of Liberal Arts staff to process AADS faculty members teaching summer assignments and non-teaching summer assignments. Attend faculty and Executive Committee meetings and advise participants on financial, administrative, curriculum, and faculty-related matters. Oversee, offer guidance, and content for AADS Faculty Development Team.

Personnel Management. Serve as primary supervisor for AADSs Financial Analyst, Senior Administrative Associate(s), BSC Admin Manager, Graduate Coordinator, Communications Manager, and other staff members as assigned. Organize and lead weekly staff meetings and serve as project manager on departmental initiatives, identifying and assigning tasks, tracking progress, and ensuring deliverables are met in a timely and successful manner. Serve as secondary supervisor for other Black Studies staff members and designated backup for staff members as needed. Advise Department Chair of the African and African Diaspora Studies Department (AADS), Executive Director of Art Galleries at Black Studies (AGBS), and the Directors of the Warfield Center for African and African American Studies (WCAAAS) and the Institute for Urban Policy Research and Analysis (IUPRA) on personnel management and Human-Resources-related matters. Coordinate with College of Liberal Arts Human Resources team and with Central HR as needed to address and resolve personnel issues.

Financial Management Oversight. In coordination with Financial Analyst for Black Studies, provide financial oversight and analysis of, and strategic advice pertaining to, operational, endowment, and other budgets within the Black Studies collective, including those for the AADS, WCAAAS, IUPRA, and AGBS. Serve as designated signer for Black Studies accounts. Attend budget meetings for Black Studies units and advise unit leaders on finance-related decisions. Serve as backup to and supervisor of Financial Manager for Black Studies in coordinating with College of Liberal Arts Finance team, Centralized Business Services, and other relevant campus units to address and resolve finance-related concerns.

Other related duties as assigned.

Required Qualifications

Bachelors 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.

Preferred Qualifications

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.

Salary Range

$85,000 + depending on qualifications

Working Conditions

Will work around standard office conditions including shared office space.

Repetitive use of a keyboard at a workstation.

Evening and / or weekend work may be required for some events as necessary.

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.

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.

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