Plan II Staff Director and COLA Honors Program Liaison

Phase2 Technology; Austin (TX); On-site; USD 86,000 - 105,000; Full time

Job summary

The University of Texas at Austin seeks a Plan II Staff Director and COLA Honors Program Liaison to provide executive level support to the Faculty Director of the Plan II Program in the College of Liberal Arts. You will lead daily operations and guide strategic planning for Plan II staff, handling complex administrative matters with a university-wide scope.

Responsibilities include program management, personnel management, and financial oversight, ensuring compliance with university policies.

Qualifications

• Bachelor's degree and five years of related staff or organizational management experience.
• Experience supervising staff and managing HR processes.
• Excellent written and verbal communication skills.
• Ability to work independently with high-volume office demands.
• Strong strategic thinking and cross-functional collaboration.

Responsibilities

• Plan II Program Management: Guide faculty, staff, and students on policies and procedures; ensure compliance with university guidelines and laws; prepare contracts; support course management.
• Personnel Management: Supervise Plan II staff, oversee HR processes, and coordinate with Central HR and Payroll.
• Financial Management: Oversee program accounts and budgets; coordinate with financial analyst and prepare reports.
• Communications: Manage Plan II communications, website updates, and newsletters.
• Facilities & Compliance: Oversee program space, safety procedures, and liaison with Dean's Office; ensure compliance with policies.

Skills

Staff management

HR policy knowledge

Communication

Strategic thinking

Project coordination

Education

Bachelor's degree and five years of related staff or organizational management experience

Tools

Workday

UT Direct

DEFINE

UT-RMS

Tableau

DocuSign

Job description

Job Posting Title: Plan II Staff Director and COLA Honors Program Liaison

Hiring Department: Plan II Honors Program

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

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

To provide executive level, professional support for the Faculty Director of the Plan II Program in the College of Liberal Arts. To provide daily and strategic leadership to Plan II staff and assist with a large volume of highly complex administrative matters with a university wide scope. Assist Faculty Director with long range strategic planning and meeting goals.

Responsibilities

• Plan II Program Management: Provide guidance to faculty, staff, and students on policies and procedures relevant to their positions. Review internal processes to ensure that they are in keeping with university, state, and federal procedures and laws. Set policies and procedures to ensure compliance with relevant guidelines and to achieve maximum efficiency. Approve all vouchers, Workday, and UT Direct documents processed in the department. Serve as point of contact for general questions or information requests. Prepares contracts for the department and works with Office of Sponsored Projects as needed for projects. Work with faculty on course management to ensure all program and student needs are met.
• Personnel Management: Supervise all Plan II staff: recruit, hire and train all core department staff; perform annual appraisals; oversee and assign job duties to ensure all department support needs are being met and communicate decisions and outcomes to faculty director. Provide post-hire HR support for all staff, student workers, and faculty. Answer questions, provide guidance, and direct employees to resources to resolve HR concerns. Serve as liaison to Central HR, Payroll, and other centralized HR services to assist with post-hire issues. Serve as timekeeper to approve time sheets for all department employees and manage all related timekeeping processes, including vacation, sick leave, FMLA, and payouts at termination. Manage merit review process for department. Process all visa requests in MyIO and provide guidance for international employees and their supervisors.
• Financial Management: Oversee management of Plan II program accounts and budgets in coordination with faulty director and other staff. Assist financial analyst with account setup requests, transfers, reconciliations, and costing allocations. Prepare and supervise the preparation of various department reports, annual operational budgets and endowment reporting. Oversee financial analyst and set priorities for reporting of grant, startup, and other research accounts. Review endowments for updated criteria, prepares departmental budget and ensure usage is in alignment.
• Manage faculty HR: Track and process all professional track faculty assignments. Create annual offer letters for all non-tenure track faculty. Coordinate and maintain multi-year agreements with college faculty teaching in the Plan II Program. Verify appropriate use of endowment funds and costing allocations for these faculty. Monitor course/seat availability and advise faculty director of potential misalignment of student needs and course availability.
• Communications: Create, manage, and update all listservs for the Plan II Program. Track office assignments and oversee creation of Plan II Program directory. Create, update and manage Plan II website, including creating and managing all internal request forms. Manage faculty and staff lists on website. Assist in the production and submission of newsletter. Oversee content and assist with updates on all areas of departmental website. Assist Faculty Director with communication and planning of Plan II Visiting Committee.
• Facilities Management: Oversee management of program space. Serve as a point of contact for building issues and repairs. Submit work orders, including service, construction, moving, surplus, and event requests in collaboration with the Administrative Associate. Oversee emergency and safety procedures. Oversee building area access procedures: interface with Locks and Keys and ITS to manage physical locks and proximity access processes.
• Act as liaison with the Dean's Office, and other central business areas at the university to ensure adherence to policies and procedures. Act as liaison and coordinator between Plan II and the Liberal Arts Honors Program. Support Plan II Faculty director in maintaining connection and communication with Liberal Arts Honors. Work with Liberal Arts Honors Faculty Director as needed.
• Other related functions as assigned

Required Qualifications

• Bachelor's degree and five years of related staff or organizational management experience.
• Supervisory experience and ability to foster and maintain a positive team-oriented environment.
• Demonstrated self-starter with excellent written and verbal communication skills.
• Ability to work effectively both independently and with minimal supervision in a high-volume office.
• Ability to think strategically, creatively, and collaboratively.
• Demonstrated ability to work well under pressure and effectively manage details of several concurrent projects.
• Professional demeanor and ability to maintain confidentiality.
• Understanding of and commitment to higher education.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• More than five years of experience in higher education administrative management.
• Experience with UT systems, including Workday, DEFINE, FRMS, and UT-RMS.
• Familiarity with UT policies and procedures.
• Experience with Smartsheet, DocuSign, Adobe, Microsoft Office suite, Interfolio, Tableau, and other related external systems.
• Project management experience, including planning, creating, and monitoring budgets.

Salary Range

$95,000 + depending on qualifications

Required Materials

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

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

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

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.