Administrative Manager, Office of Faculty Academic Affairs, Dell Medical School

Job Posting Title:

Administrative Manager, Office of Faculty Academic Affairs, Dell Medical School

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Hiring Department:

Dell Medical School

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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:

Immediately

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Position Duration:

Expected to Continue

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Location:

AUSTIN, TX

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Job Details:

Purpose

In partnership with the Assistant Director of Office of Faculty Academic Affairs (OFAA) and the Appointment, Promotion, and Tenure (APT) Program Manager, the Administrative Manager will provide high level administrative support to the OFAA and coordinate projects across the department. The Administrative Manager will ensure project plans and tasks are organized to enable collaboration with emphasis on goals, timelines, communication, implementation and evaluation. 

Responsibilities

• Develop and execute faculty academic affairs project plans in partnership with the Assistant Director and APT Program Manager, including project life cycle, budget, resource requirements, change management processes, risk management, key milestones, evaluation procedures, communication, and deliverables. 

• Coordinate, develop, direct, and evaluate all projects across the department to align project timelines, execute departmental priorities, and provide progress reports on departmental activity. 

• Manage and execute departmental communication schedules that include updating faculty contact lists, faculty development program cohorts, the monthly OFAA newsletter, departmental leadership contact lists, as well as appointment, promotion, tenure, and related process timelines.  

• Respond to internal and external Dell Med faculty data requests, including data entry and report generation. 

• Create visual aids and guidance documents to support department chairs and faculty decision-making regarding faculty promotion, appointment, evaluation, and development. 

• At the direction of the APT Program Manager, manage and document annual Dell Med faculty promotion and evaluation processes at the departmental, decanal, and central leadership levels for reporting to college and university leadership.   Provide administrative support as needed to advance relevant processes.  

• Coordinate decision-making and process implementation to address ongoing list of procedural changes related to appointment, promotion and tenure processes, policy decisions, and action items.  

• Manage project implementation including addressing emergent issues and proactively mitigating project risks with an emphasis on time schedule control to ensure all tasks are completed within established timelines and in alignment with related financial and administrative functions.  

• Observe and analyze existing faculty academic employment processes and work with stakeholders to determine and implement new models. Assist in the development of data collection and measurement tools to gather relevant information.  

• Design and implement automated internal workflows where possible that reduce departmental administrative overhead and track departmental processes. 

• Coordinate logistics for meetings and project groups, develop agendas, and capture meeting minutes. 

• Other related duties as assigned.

Required Qualifications

Bachelor's degree in a related field and 5 years of advanced administrative functions. Ability to prioritize responsibilities and manage multiple concurrent projects. Ability to work efficiently and flexibly in a fast-paced environment with minimal guidance. Outstanding organizational and time-management skills. Advanced proficiency in Microsoft Office software, such as Outlook, Word, Excel, PowerPoint. Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Experience in a higher education setting. Experience in faculty or academic affairs, working at an academic health center, or in a healthcare setting.  Experience with providing project management support for complex systems in a fast-paced environment.  Master's degree in business or healthcare administration, or other related field. Experience with process improvement and project management. Proficiency in working in a broad stakeholder landscape and balancing completing priorities. Proficiency in project management software such as Smartsheet. 

Salary Range

$60,000 + depending on qualifications

Working Conditions

• May work around standard office conditions.

• Repetitive use of a keyboard at a workstation.

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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) [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.