Job Posting Title:

Black Studies Collective Administrative Manager

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Hiring Department:

College of Liberal Arts

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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:

Feb 03, 2025

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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/benefits and https://hr.utexas.edu/current/services/my-total-rewards.

For more information about the College of Liberal Arts, please visit: https://liberalarts.utexas.edu/.

Our college seeks to build a supportive, growth-minded community and cultivate outstanding and courageous leaders. For more information on the college staff leadership academy, please visit:
https://liberalarts.utexas.edu/resources-for-faculty-staff/staff-leadership-academy/.

For more information on college staff professional development, please visit:
https://wikis.utexas.edu/display/larc/Staff+Professional+Development+Fund.

Purpose

The Administrative Manager for the Black Studies Collective (BSC) is responsible for assisting in the coordination of programs, projects, research/academic, policy, and community-building events for The Institute for Urban Policy and Analysis (IUPRA), African and African Diaspora Studies (AADS), The Warfield Center, and Art Galleries at Black Studies (AGBS). This role manages several key aspects of program operations, including but not limited to procurement, travel, reimbursements, and supports a positive and growth-oriented community through building trusted relationships with students, faculty, staff, and community members. This role works collaboratively across BSC units as well as colleges, schools, and centers across the University of Texas campus.

Responsibilities

BSC Administrative Management. Manage day-to-day administrative processes, technical services, and reports. Develop, implement, and manage special projects. Advise and assist Department Chair of the African and African Diaspora Studies Department (AADS), Director of Operations (BSC), Executive Director of Art Galleries at Black Studies (AGBS), and the Directors of the Warfield Center for African and African American Studies (WCAAAS) and the Institute for Urban Policy Research and Analysis (IUPRA) on personnel management and Human-Resources-related matters. Provide guidance to faculty, staff, and students on policies and procedures relevant to their positions. In coordination with relevant stakeholders, conduct recruitment efforts for benefits-eligible Black Studies staff, constituting search committees, leading the creation of position announcements, facilitating interviews and job offers, conducting employee onboarding, and coordinating related business processes in Workday, UT’s Human Resources management system. Coordinate with College of Liberal Arts Human Resources team and with Central HR as needed to address and resolve personnel issues. Review internal processes to ensure compliance with university, state, and federal procedures and laws. In coordination with Black Studies’ senior leadership, set unit policies and procedures.

Financial Support: Work with Financial Analyst in the completion of financial transactions. Conduct account reporting and provide update to all units. Prepare accounting documents in DEFINE and Point Plus for processing by COLA's CBS, including travel, purchasing, reimbursement, payroll, and payment documents. Process appointment documents in Workday. Review and approve financial documents routed from staff.

Facilities Management. Serve as primary contact for all AADS’s facility and inventory management. This includes all issues and repairs to the Gordon-White Building (GWB). Advise Black Studies’ senior leadership concerning and oversee office and office key assignments in Black Studies spaces in GWB and Bellmont Hall. Coordinate office moves and the move-in process for incoming faculty and staff, and in submission of work orders, including service, construction, moving, surplus, and event requests. Manage and maintain emergency and safety procedures and management of building access procedures: interface with Locks and Keys and ITS to manage physical locks and proximity card access to Black Studies spaces. Attend building manager meetings and circulate relevant information accordingly.

Personnel and Systems Management. Manage staff internal communication systems (BSC Calendar, BSC Work Scheduler, listservs etc.). Create and manage systems to service all BSC building (e.g., emergency and safety procedures), inventory (e.g., office supplies, computers, etc.), and moving needs for faculty, staff, and students. Work closely with Director of Operations to develop, maintain, and communicate all systems needs and updates. Lead and track the projects and initiatives associated with the Operations Team. Lead and initiate the call to staff for any “all-hands-on-deck” needs (to service BSC events and other initiatives).

 Other related functions as assigned.

Required Qualifications

Bachelor’s Degree plus at least five (5) years of related clerical and administrative experience, preferably in a large organization. Excellent organizational and communication skills. Demonstrated ability to communicate to a large population. Demonstrated adaptability and history of service-minded approach to executing job functions. Success working both in a team setting and independently. Demonstrated ability to manage concurrent projects while proactively communicating to stakeholders.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor’s Degree with more than five (5) years of relevant experience.  Knowledge of University of Texas at Austin policies involving accounting, purchasing, and travel. Operational experience working in an academic department/center..

Salary Range

$60,000+

Working ConditionsWill work around standard office conditions including shared office space.Repetitive use of a keyboard at a workstation.Evening and/or weekend work may be required for some events as necessary

Required MaterialsResume/CV3 work references with their contact information; at least one reference should be from a supervisorLetter 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 most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.