Administrative Manager for the Office of General Faculty and Faculty Council

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Position Open To:

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Weekly Scheduled Hours:

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Earliest Start Date:

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Job Details:

The University of Texas at Austin provides an outstanding benefits package to staff, including:

• Competitive health benefits (Employee premiums covered at 100%; family premiums at 50%)
• Vision, dental, life, and disability insurance options
• Paid vacation, sick leave, and holidays
• Teachers Retirement System of Texas (a defined benefit retirement plan)
• Additional voluntary retirement programs: tax sheltered annuity 403(b) and a deferred compensation program 457(b)
• Flexible spending account options for medical and childcare expenses
• Training and conference opportunities
• Tuition assistance
• Athletic ticket discounts
• Access to UT Austin's libraries and museums
• Free rides on all UT Shuttle and Capital Metro buses with staff ID card

For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards

Serve as Office Manager for the Office of General Faculty and Faculty Council. Serve on committees and complete projects contributing to the goals of the office and the academic mission of the University.

Function 1: Serve as the Assistant to the Secretary of the General Faculty:

• Assist Faculty Grievance Committee (A-4) chair, Faculty Grievance Committee Resource Advisor, and coordinate logistics for faculty grievances, including hearings, meetings, and the formation of relevant committees.Assist Undergraduate Curriculum Committee (C-3) with scheduling meetings and processing approvals for Curriculum Change Proposals. Provide administrative assistance to each of the General Faculty Standing Committees on an as-needed basis (answer inquiries about scheduling, finding meeting venues, communicating with members, note-taking, etc.). Manage the General Faculty Electronic Election System and the General Faculty Standing Committees' Nomination System. Collaborate with and track progress of the Senior Systems Analyst related to continuing development and maintenance of the systems; recommend improvements and modifications to these systems and develop office manuals for the processes related to the systems as they pertain to General Faculty, Faculty Council, and General Faculty Standing Committees' nominations and elections processes. Coordinate annual nominations for General Faculty Standing Committees on behalf of the Committee on Committees. Review data collected for accuracy and prepare reports for the Committee on Committees and for the Senior Vice Provost for Academic Affairs.Coordinate annual elections for relevant General Faculty Standing Committees and the Faculty Council. Facilitate onboarding of new members. Manage the appointment, onboarding, and replacement process for Faculty Council and General Faculty Standing Committee members, ensuring smooth transitions and accurate documentation. Maintain up-to-date membership records and oversee the integrity of official faculty governance documentation. Ensure the accuracy of faculty email lists and communication channels to support governance activities. Coordinate with university leadership and faculty members to facilitate participation and compliance with governance structures. Create the annual meeting schedule for the Faculty Council, FC Executive Committee, and FC Executive Committee+. Assist in development and maintenance of the Faculty Council and Faculty Ombuds web pages.Draft the monthly Secretary's Report, along with FC, FCEC, and FCEC+ meeting agendas. Plan and host the monthly Faculty Council meetings, including arranging venue, catering, and A/V and recording services. Draft the General Faculty and Faculty Council annual report and compile an index of all General Faculty documents. Responsible for transcribing the audio file of the monthly Faculty Council meetings and drafting, posting, and distributing the meeting minutes.Responsible for formatting, disseminating, and tracking Faculty Council and General Faculty legislation.Responsible for sending messages to members of the General Faculty via the EMMA group email system.

Function 2: Serve as Office Manager for the Office of the General Faculty and Faculty Council:

• Act as unit liaison and interact with administrators, deans, chairs, and their staff via correspondence, telephone, and/or personal contact. Manage the budget and ensure timely payment and accuracy of expenditures listed in the monthly reconciliation of accounts. Participate in the development of the unit's strategic plan and annual budget. Work cooperatively with the Provost's Office Academic Business Affairs staff in achieving goals and strategies outlined in the plan. Make recommendations for merit increases, hiring, and reappointments.Manage records, i.e. request disposal of state records and requests transferal of documents for archival review. Responsible for obtaining training and information regarding UT Austin Records Management Policy. Ensure records retention policies are carried out in the office.Serve as the departmental liaison for Liberal Arts ITS and UT QuickSites Service. Maintain up-to-date knowledge of operating systems and computer networking. Responsible for researching and making recommendations for computer hardware/software upgrades (including printers/scanners).

Function 3: Serve on committees and complete projects contributing to the goals of the office and the academic mission of the University:

• Member of the Proposal Tracking Committee, which consists of representatives from the Provost's Office; Graduate School; Registrar's Office; Institutional Accreditation and Effectiveness; Institutional Reporting, Research, and Information Systems; Office of Student Financial Services, and TEXAS Extended Campus. The purpose of the committee is to keep abreast of proposed policies and changes impacting undergraduate and graduate programs andto be informed of changes to the Rules and Regulations implemented by the THECB and/or UT System as they pertain to UT Austin and the graduate and undergraduate catalogs.Member of the Undergraduate Curriculum Review Committee. The committee reviews all proposed changes to the Undergraduate Catalog to determine whether the proposals need further clarification by the college or department and whether the changes are substantive or non-substantive prior to review by the C-3 Undergraduate Curriculum Changes Committee and the Faculty Council's consideration.Member of the Policy Office Advisory Group. Responsible for disseminating new and revised Handbook of Operating Procedures policy proposals to the Faculty Council Executive Committee, requesting feedback for improvement and insight of potential issues that might arise once implemented.

Other duties as assigned.

• Bachelor's degree in business administration, management, or related field.
• Five years of proven experience in executive support or administrative management with a focus on supporting high-level executives.
• Event planning experience.
• Thorough knowledge of Microsoft Suite and ability to manage databases.
• Exceptional attention to detail with proven ability to accurately transcribe, summarize and present complex information.
• Excellent written and verbal communication with a focus on clarity and precision.
• Exceptional organizational skills and the ability to manage multiple tasks/projects with little oversight.
• Experience dealing with executives, public officials, and other stakeholders.
• Professional demeanor.
• Comfortable with decision-making and prioritization in a dynamic, fast-paced work setting.
• Ability to thrive in an environment that requires a high-level of autonomy and self-direction.

Relevant education and experience may be substituted as appropriate.

• Master's degree or higher in business administration, management, or related field.
• Experience working with Web publishing software.
• Proven experience in leading a team, or motivating staff.
• Project management experience.
• Strong knowledge and experience in handling sensitive, high-stakes documentation, ensuring accuracy and confidentiality at all times.
• Experience in fostering communication and collaboration among stakeholders to ensure ongoing success in shared governance frameworks.
• Experience in translating complex government or regulatory language into clear, actionable insights for leadership teams.
• Knowledge of University structure, policies, rules, and procedures.

$60,000 + depending on qualifications

• May work around standard office conditions.

• Repetitive use of a keyboard at a workstation.

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

• Applicants must be legally authorized to work for any employer in the United States. This position is not eligible for sponsorship of work visas.

• This is an Austin, TX-based position.

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

Importantfor 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 thatALLRequired 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 questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

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Retirement Plan Eligibility:

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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.