Executive Assistant - Department of Geological Sciences

Job Posting Title:

Executive Assistant - Department of Geological Sciences

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Hiring Department:

Department of Geological Sciences

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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:

UT MAIN CAMPUS

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Job Details:

Purpose

Provide Faculty Affairs administration to the Jackson School of Geosciences and manage the office for the Department of Geological Sciences.

Responsibilities

• Coordinate the non-tenure track and tenured/tenured track recruitment process including advertising on the UT Faculty web site, reviewing the prior approval request documents (PAR), creating/editing offer letters in accord with the PAR, and monitoring funding commitments. Collaborate with DGS, UTIG, and BEG in all aspects of the non-tenure track and tenured/tenured track hiring process.
• Manage the annual promotion and tenure project cycle and ad hoc promotion and tenure committees.  Manage other faculty review processes, such as comprehensive periodic review, faculty annual review, third year review, and peer teaching observations.  Manage new faculty files, faculty recruiting documentation, reports, spreadsheets, and other administrative needs, including the management of FRA/SRA requests.
• Process all faculty personnel documents for the School such as assignments, leave requests, extension requests, outside employment requests, outside agency contracts, and phased retirement contracts. Maintain faculty files and records. Create and maintain faculty spreadsheets on leaves, recruiting statistics and other information on a regular and ad hoc basis.
• Manage the tenured/tenure-track and non-tenure track merit process. Collaborate with the Business Services Office as it pertains to faculty financial implications, faculty fellowships, endowed academic positions, and new hire packages.
• Manage faculty data, including annual and periodic reports and reviews, faculty fellowships and workload documents. Produce reports or provide data, as requested or required for Jackson School of Geosciences leadership members, Department Chair, Unit Directors. Liaise with hiring units and Provost Office for processing documents concerning current faculty.  

Required Qualifications

Bachelor's degree. Five years of clerical experience, including two years of experience at either the Administrative Associate or the Senior Administrative Associate level with a bachelor's degree or high school graduation or GED and nine years of clerical experience, including two years of experience at either the Administrative Associate or the Senior Administrative Associate level. One year of full-time equivalent applicable experience may be substituted for each thirty semester hours of earned college credit, or vice versa. A minimum of one year of applicable experience is required. Experience with faculty personnel actions ranging from recruitment to separation; promotion and tenure process. General faculty procedures/policies knowledge. Experience composing and editing business correspondence. Experience interpreting policy and implementing procedures. General knowledge of human resources procedures and policies. Experience with various financial and human resources systems/software, especially Workday and COGNOS. General faculty budgeting knowledge.  Ability to display tact and professionalism, work cooperatively in a fast-paced office environment, while providing excellent customer service. Outstanding verbal and written communication skills with the ability to effectively communicate policies and procedures to a broad audience. Proficiency with Microsoft Excel and Word programs. Demonstrated time management, critical thinking, and organizational skills. Ability to be discreet with confidential matters and to use sound judgment to facilitate independent decisions. Experience managing simultaneous projects and meeting tight deadlines, and ability to determine and manage priorities. 

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Significant experience with faculty personnel actions, faculty procedures and policies. Familiarity with Workday, Interfolio, etc. Proficiency with online scheduling, query and file sharing tools (Google suite, Doodle, SurveyMonkey, mailing lists, Dropbox, UT Box, Interfolio, etc.). Demonstrated competency in direct customer service and assisting individuals from diverse cultures. Experience making travel arrangements for others.

Salary Range

$72,000 + depending on qualifications

Working Conditions

• Standard office conditions
• Repetitive use of keyboard
• Manual dexterity

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 2021 report here or obtain a copy at University Compliance Services, 1616 Guadalupe, Suite UTA 2.206, Austin, TX 78701.