Department Manager

Job Posting Title:

Department Manager

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Hiring Department:

Department of Linguistics

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt from FLSA

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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:

General Notes

What benefits do I receive with UT?The university offers an impressive benefits package. For more details on benefits, please see: https://hr.utexas.edu/prospective/benefitsandhttps://hr.utexas.edu/current/services/my-total-rewards.

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Purpose

The Department Manager oversees the administrative, financial, and Human Resources operations of the Department of Linguistics and the Linguistics Research Center, including budgeting, purchasing, and travel, personnel matters, grant support, and supervision of office staff. The position serves as the chair's primary administrative partner, supporting faculty reviews, recruitment, graduate student appointments, and departmental events while ensuring compliance with university, college, and state policies.

Responsibilities

Manage accounting and financial services for the Department of Linguistics (including the Linguistic Research Center)

• Reconcile accounts, track expenditures, process account transfers, submit special funding requests, and manage budget documents for departmental accounts
• Track commitments and ensure expenditures are in line with available funding

Serve as manager for department office

• Supervise and assign tasks for classified support staff, ensuring that all administrative needs of the departmental are met
• Provide training and organize training plans for new classified staff, as well as ongoing training for existing staff as needed
• Coordinate electronic office resources to ensure employees have proper access to online systems and documents are routed properly
• Assure departmental records are maintained in keeping with state and university retention policies
• Manage facilities space allocation
• Provide oversight and management of the department's inventory, ensuring accurate tracking of equipment purchases, timely asset tagging and reporting, completion of annual inventory reviews, appropriate disposition of surplus equipment, and preparing annual inventory documentation and reports.
• Function as ITS contact for approval of services and payments made by LAITS/ITS
• Manage electronic door access to departmental entrances and labs

Coordinate submission and payment of expenditures and authorizations with department staff and COLA’s Central Business Services

• Process requests for travel authorization, faculty travel grants, cash advances, and travel reimbursements
• Process requests for consultant and professional service payments
• Create contracts for payments to non-employees and outside vendors
• Ensure that the department’s administrative assistant processes entertainment payments/reimbursements and purchasing requests
• Advise department faculty, staff, and students on travel, purchasing, and reimbursement procedures
• Coordinate communication between CBS and departmental faculty and students

Serve as Human Resources representative for the department

• Provide human resources information for department faculty, staff, and students; direct individuals to other departments and resources as needed to address individual needs
• Work with the international office to ensure visa requests are processed for international faculty, students, and visitors
• Process Workday assignments for faculty, staff, and students
• Process time sheets and payroll documents for hourly positions
• Maintain personnel files for all department employees
• Create performance evaluations for classified staff and maintain records on faculty and staff salary and merit recommendations

Provide support for grant-funded projects

• Assist in the preparation of grant proposals as necessary
• Provide account support for existing grants, including educating faculty and graduate students on relevant university, grant agency, and COLA procedures and processes
• Assist faculty with effort reporting by pre-certifying accounts, training faculty on certification processes, and ensuring all projects are certified

Provide faculty support for reviews, recruitment, and other needs

• Assist chair in the development of promotion dossiers and other required faculty reviews, including Comprehensive Post-Tenure Reviews, Mid-Probationary Reviews, and Promotion & Tenure Reviews. Work with prospective promotees on the preparation of their dossiers.
• Assist chair with faculty recruitment: post job ads, assist search committee with applicant files, provide travel and scheduling support for candidates, and process reimbursement requests for recruitment travel expenses
• Complete PARs for new faculty hires
• Maintain faculty files used in the creation of annual evaluations and other reviews and reports as needed
• Provide documentation, policy information, and administrative support for meetings, reports, and decision-making needs of chair

Provide graduate student support

• Process tuition reimbursements, fellowship payments, and grant-awarded stipend payments
• Process assignments for teaching assistants and assistant instructors
• Direct and oversee staff and graduate student support for departmental events, including assigning responsibilities, monitoring performance, and ensuring all event logistics, support functions, and cleanup activities are completed effectively.

General duties

• Attend department manager and other college-level staff meetings
• Provide administrative support and guidance to chair as needed to support a wide variety of departmental activities
• Research and disseminate policy and procedure information to members of the department
• Ensure that the department continues to fulfill its mission while maintaining effective, thoughtful processes in keeping with the legal, procedural, and ethical guidance of the various bodies that govern us
• Other duties as needed or assigned

Required Qualifications

Bachelor’s degree and at least five years of experience performing advanced administrative functions. Supervisory experience, including the ability to foster and maintain a positive, collaborative, and team-oriented environment. Demonstrated ability to manage office or departmental finances, including creating and maintaining budgets and fiscal oversight. Experience with Workday. High level of attention to detail. Demonstrated ability to manage multiple priorities and deadlines in a fast-paced, high-volume environment. Strong problem-solving skills with the ability to work independently, exercise sound judgment, and take initiative. Excellent interpersonal,

organizational, and oral and written communication skills. Professional demeanor with demonstrated ability to handle sensitive and confidential information. High level of proficiency with Microsoft Office programs, including Outlook, Excel, Word, and PowerPoint.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Master’s degree in higher education or related field. Additional experience beyond required qualifications. Experience with UT systems, including DEFINE, FRMS, and UT-RMS. Familiarity with UT policies and procedures. Experience with Smartsheets, DocuSign, Adobe, Microsoft Office suite, Interfolio, Tableau, and other related external systems. Project management experience, including planning, creating, and monitoring budgets.

Salary Range

$80,000 + depending on qualifications

Working Conditions

• Typical office environment
• Standard Office
• 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

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:

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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