Assistant Director for Faculty and Staff Administration

Job Posting Title:

Assistant Director for Faculty and Staff Administration

Hiring Department:

Sarah and Ernest Butler School of Music

Position Open To:

All Applicants

Weekly Scheduled Hours:

40

FLSA Status:

Exempt from FLSA

Earliest Start Date:

Immediately

Position Duration:

Expected to Continue

Location:

UT MAIN CAMPUS

Job Details:

General Notes

The College of Fine Arts is the college of creativity at The University of Texas at Austin—a home for artists, performers, designers, scholars, educators, makers and creatives ready to change the world.

This Assistant Director position reports to the Director of the Butler School of Music.

Benefits package:

• 100% employer-paid basic medical coverage
• Retirement contributions
• Paid vacation and sick time
• Paid holidays
• Other services and perks.
  
  
  

This job description may not contain of all assigned duties, responsibilities, or aspects of the job described. Even if you don't qualify or have specific experience in every facet of this role, we encourage you to apply for any role you're personally interested in and excited to drive positive change at the College of Fine Arts.

Purpose

To serve as the central manager of faculty affairs and staff operations and to coordinate administrative needs across the school’s portfolio. Serves as strategic support and advisor to the Director.

Responsibilities

• Faculty Affairs: Manage Faculty HR lifecycle, including recruitment (Interfolio), Faculty Hiring administration, onboarding, Comprehensive Periodic Review (CPR), Promotion and Tenure Support (P&T), and Annual Merit Review Support. Responsible for faculty appointment correspondence (visa approval cycle, faculty leave paperwork, faculty awards). Advises Director, as needed, on HR matters related to faculty (e.g., faculty workload, leaves, and miscellaneous faculty-related things). Proactively communicates and coordinates with Director of Faculty Affairs Office within the Dean’s Office to align with dean and provost-level approvals.
• Department HR Rep (Staff HR): Manages Butler School of Music staff lifecycle: Recruitment, onboarding, manager training (performance management expectations), annual appraisals, and offboarding. Serves as “HR Partner” within the university’s Human Capital Management (HCM) system (Workday). Responsible for knowing and staying current with university HR rules, policy and best practices (i.e., I-9 employment authorization, background checks, timesheets, etc.). Maintains updated staff way-finding materials (safety plans in coordination with building manager), staff communication listserv, organization chart, website directory, and any department-specific materials and guidance that support the employee experience within the department. Includes communication and coordination with Director of Human Resources Office within the Dean’s Office to align with dean and Central HR-level approvals.
• Staff Management: Manage direct-report salaried staff, including Registrar and Graduate Coordinator. Co-manage Assistant to the Director and Piano Technicians. Co-management includes serving as point of contact for scheduling and leave situations. Responsible for performance management, training identification, annual appraisals, and cross-training, as needed.
• Office Operations: Strategic partner with Director in overall staff management and administrative leaves. Includes quality assurance for building presentation in partnership with building manager (e.g., posters, monitors, public presentation). Manage internal communication messaging to faculty and staff anticipating any relevant operational updates/changes for department. Serve as administrator for DocuSign, Define DPUSER, and coordinates with building manager for key and building access.
• Business Office: Faculty/Staff Budgets: Responsible for coordinating with Financial Officer on faculty and staff budget transactions, as needed, throughout the year. Responsible for seasonal (surge) effort, typically occurring during the BUD, Instructional Budget, and Merit cycles from March – July. Reviews and advises, as needed, on soft funding budget for NTT faculty review and management.
• Executive Committee Coordination and Annual Accreditation Oversight: Coordinate with Associate Director and Director to create committee agenda and manage committee calendaring. Manage annual faculty review process as well as CPR/Post-Tenure review material collection and distribute as needed. Conduct surveys for votes from committee members and organize and archive results and other Executive Committee reports and data. For Faculty Annual Reports: Communicate materials and due dates. Coordinate with Registrar to share out CIS reviews to committee. Gather and oversee collection of annual accreditation data (NASM/SACS).
  
  
  

Required Qualifications

• Bachelor's degree or the equivalent combination of education, training and experience from which comparable knowledge and skills can be acquired.
• Three or more years of administrative support experience, with prior experience in supporting or managing an office or office leadership.
• Three or more years of salaried staff management experience, including direct performance management.
• Advanced working experience with Microsoft Office Suite tools (Word, Excel, Outlook, PowerPoint, Teams). Experience with Qualtrix preferred.
• Advanced writing and editing skills.
• Demonstrated Competencies:
• Initiative
• Teamwork
• Conflict Management
• Decision Making and Critical Thinking
• Effective Communications
• Strategic Planning
• Problem Solving
• Service Excellence
  
  
  

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Masters degree.
• Experience working within University executive-level offices.
• Experience with human resource-related responsibilities.
• Experience working with faculty in a higher-education environment.
• Experience with strategic planning.
  
  
  

Salary Range

$75,000 , depending on qualifications

Working Conditions

• This position works 100% on-campus
• Prolonged screen time
• Repetitive use of a keyboard at a workstation
• Use of 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.

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.

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.

Background Checks:

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

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 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.

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.

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]

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.