Manager, Department of Women's Health, Dell Medical School Full-time Job

Job Posting Title:Manager, Department of Women's Health, Dell Medical School----Hiring Department:Department of Women's Health----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:PurposeTo provide programmatic, analytical, and superior executive support and administrative management for leadership of the Department of Women's Health (DWH) at Dell Medical School (DMS).ResponsibilitiesManage complex scheduling for the Chair of the Department of Women's Health with fluid reprioritizations that will often require complex, independent decision-making. Schedule appointments and meetings, coordinate resources and assemble appropriate reference and back-up material for all meetings. Arrange room reservations, catering, and all other necessary logistical details. Assist in drafting and editing letters of recommendation, manuscripts, and other journal publications. Responsible for updating and maintaining curriculum vitae and other critical documents as requested by the Department Chair. Act as the executive representative and ambassador to external constituents of the Department Chair as directed. Provide content planning and event oversight for all faculty meetings. Prepare routine, well-written correspondence for distribute and prepare correspondence on behalf of the Department Chair.Supervise Senior Administrative Associates in the Department of Women's Health including hiring, onboarding/offboarding, conducting annual performance reviews and probationary reviews, and training and development of staff members.Manage faculty affairs including appointments, promotion and tenure. Create candidate dossiers for submission to DMS Faculty Affairs and manage database of faculty appointments and promotions. Coordinate onboarding/offboarding, annual faculty reviews, comprehensive periodic reviews, mid-probationary reviews, promotion and tenure.Work with the Associate Director of Operations and Strategy to coordinate and manage operational policies, practices and procedures, the strategic planning process and special projects. Manage the Department of Women's Health operational establishment and support its strategic growth on campus and externally. Maintain broad organizational perspective to effectively carry out internal and external relationships of the departmental leadership. Establishes feedback mechanisms to engage customer/stakeholder feedback. Serves as a liaison with staff and representatives of the department.Coordinate travel arrangements for Department Chair and invited visitors/faculty candidates. Develop itineraries, book flights, handle arrangements with drivers or car services, reserve meeting facilities, hotel arrangements, and all other necessary arrangements. Manage and process reimbursements.Maintain, monitor, and track expenses for all official occasions and events, and expenditures for departmental materials and office supplies and provide regular reports to Associate Director of Operations and Strategy. Coordinate contracts in Total Contract Management. Assist in shepherding contracts, obtaining signatures, and coordinating workflow. Alerts Associate Director of Operations and Strategy of expiring contracts.Develop a relationship with Department Chair that enables the ability to anticipate administrative needs and to work in partnership to jointly discern common objective and resolution to common problems.Other duties as assigned.Required QualificationsBachelor's degree or equivalent high-level leadership experience. At least five to seven years of related experience in progressive roles, including two years of experience in a supervisor/manager capacity. Advanced experience with executive scheduling, calendar management, and travel management. High-level of proficiency with Microsoft Office programs: Excel, PowerPoint, Word, Outlook, etc. Experience in financial analyses and processes. Effective communicator with excellent oral, written, and interpersonal communication skills with the ability to communicate effectively with various constituents. Demonstrated problem-solving skills and the ability to work efficiently, flexibly, and as a self-starter in a fast-paced environment. Outstanding organizational, prioritizing, and time-management skills. Professional demeanor with tact and respect at all times. Ability to address individuals and information with a high degree of sensitivity and confidentiality in various delicate, formal, or urgent situations.Preferred QualificationsExperience in academic medicine, health care delivery, health care clinical operations, maintaining publications and grant documents. Project management experience. More years than required.Salary Range$70,000 + depending on qualificationsWorking ConditionsMay work around standard office conditionsRepetitive use of a keyboardRequired MaterialsResume/CV3 work references with their contact information; at least one reference should be from a supervisorLetter of interestImportantfor 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.----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 ,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 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. For more information about E-Verify, please see the following: [PDF] [PDF] [PDF] [PDF]----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 .The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.