Job description

Job Posting Title:
Administrative Manager - Kinesiology and Health Education

-

Hiring Department:
Kinesiology and Health Education

-

Position Open To:
All Applicants

-

Weekly Scheduled Hours:
40

-

FLSA Status:
Exempt

-

Earliest Start Date:
Immediately

-

Position Duration:
Expected to Continue

-

Location:
UT MAIN CAMPUS

-

Job Details:
General Notes

To provide leadership and oversee administrative functions such as budgeting, salaries, human resources, promotion, recruiting, staff supervision, and compliance with a high degree of initiative and judgment to ensure operation of the Department of Kinesiology and Health Education (KHE) is managed efficiently, in accordance with policy and law, and in concert with strategic objectives of the department.

The Department of Kinesiology and Health Education seeks a dynamic leader to serve as the Administrative Manager. This is an essential, front-line position that works closely with the department chair and faculty leadership to coordinate the operational, financial, and HR priorities of the department.

About the Department: Located in the UT College of Education, The Department of Kinesiology and Health Education is a community of engaged and innovative scholars, educators, and students. We aspire to lead the world in the study and promotion of health and physical activity through interdisciplinary collaborations. We explore the different components that allow our faculty and students to serve as important advocates for human movement, public health education and sport culture.

Purpose

To provide leadership and oversee administrative functions such as budgeting, salaries, human resources, promotion, recruiting, staff supervision, and compliance with a high degree of initiative and judgment to ensure operation of KHE is managed efficiently, in accordance with policy and law, and in concert with strategic objectives of the department.

Responsibilities

Operations

Relieve the Chair of day-to-day operational decisions and manage the administrative functions of the department. Work closely with the Chair, department accountant, and Dean's Office in oversight of department budget. Review and final approve accounting documents (vouchers, deposits, transfers, travel requests) for quality control and account compliance at the department level, including the H.J. Lutcher Stark Center for Physical Culture and Sports, the FITness Institute of Texas and the Tobacco Research Group. Coordinate space needs for department faculty, staff, and students. Serve as electronic office manager (EOM) for the Department.

Staff management & Supervision

Manage classified staff appointments, recruitment, on-boarding, and separation. Supervise all administrative staff in the department. Manage hiring process for staff positions. Plan, direct and update staff job descriptions. Manage annual staff performance evaluations and annual merit process. Coordinate Family Medical Leave and Sick Leave requests for staff. Responsible for hiring, evaluating, and supervising student workers. Monitor effectiveness of staff. Assess staff training needs, assign training, and offer one-on-one training as appropriate.

Faculty Affairs

Assist the Chair in all faculty matters. Assist in the coordination of the non-tenure track and tenured/tenured track recruitment process including advertising on the UT Faculty web site, reviewing the prior approval request (PAR) documents and offer letters , and monitoring funding commitments. 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.
Manage the tenured/tenure-track and non-tenure track merit process. Collaborate with Department Chair as it pertains to faculty financial implications, faculty fellowships, endowed academic positions, and new hire packages. In conjunction with the departments’ HR Partner, coordinate spring, summer, and fall faculty appointments.
Coordinate faculty candidates, and special guest visits, including travel, itinerary, and event planning.
Field faculty requests for assistance and direct them to appropriate staff/suggest other measures for help.

Human Resources

In conjunction with the departments’ HR Partner, assist with human resources functions for the department, the H.J. Lutcher Stark Center for Physical Culture and Sports, the FITness Institute of Texas, The Tobacco Research Group and the Online Option III Sport Management Program, reviewing appointments for compliance with relevant policies. Act as back up departmental HR Partner Manager, I-9 partner and time keeper for the entire department. Assist with faculty, staff, visiting scholars, and student (TA,GRA,GA) appointments. Review human resources and payroll costing data regularly to ensure proper use of funding, ensuring adjustments are done in a timely manner, and in accordance to funding stipulations. Serve as human resources contact for faculty, students, and staff.

Interdepartmental relations

Serve as liaison with the Dean's office, other departments on campus, professional organizations, etc. Counsels, advises and interacts with faculty, staff and students on a variety of university policies. Interacts with research partners while effectively representing the department, college, and university in a manner that supports the department's strategic initiatives. Oversee the maintenance and updates of department web site.

Records

Records management contact for department. Maintain staff and faculty personnel files.

Marginal/Incidental Functions

Activities include but are not limited to: supporting the Department Chair, Faculty, students, staff, and other duties as assigned.

Required Qualifications

Bachelor's degree. A combination of five years financial, human resources, and administrative management experience in large organizations, preferably in a higher education environment. Expert time management and organizational skills, with attention to detail. Demonstrated skills of tact, diplomacy and excellent judgment in dealing with others. Professional demeanor. Ability to work standard office hours and maintain regular attendance. Demonstrated skills in strategic planning. Exceptional customer service with professional written and verbal communication skills. Ability to work efficiently under pressure and with frequent interruptions. Ability to focus and meet competing deadlines. Ability to take initiative and work independently yet can lead and follow as part of a team. Experience and discretion in dealing with confidential and sensitive information.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Working knowledge of UT Austin and state purchasing and budgeting rules and procedures.; UT Austin systems *DEFINE, Workday, FRMS; experience with faculty recruitment and promotions. More than the required amounts of education and experience. Evidence of commitment to diversity, equity, inclusion, and/or social justice. More than five years financial, human resources, and administrative management experience in higher education. Proven record of workforce planning and employee development. Experience and familiarity with The University of Texas at Austin, its policies and procedures. Experience working in a diverse academic environment, and with faculty

Salary Range

$70,000 + depending on qualifications

Work Shift

Monday-Friday, 8 a.m.-5 p.m. Occasional, extended work hours required during departmental events.

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.

jjbodyshop.com is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, jjbodyshop.com provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, jjbodyshop.com is the ideal place to find your next job.