The University of Texas at Austin Job Posting

 
This posting is Closed

Assistant Director - Landmarks Assistant Director for Operations

Hiring department Fine Arts
Monthly salary $3,750+ depending on qualifications
Hours per week 40.00 Flexible from 800AM to 500PM
Posting number 17-10-05-01-0395
Job Status Closed
FLSA status Exempt
Earliest Start Date Immediately
Position Duration Funding expected to continue
Position open to all applicants
Location Austin (main campus)
Number of vacancies 1
General Notes

The Assistant Director of Operations will work between the hours of 9 AM and 5 PM, 5 days/week with occasional night or weekend work for special projects.

Required Application Materials

  • A Resume is required in order to apply
  • A Letter of Interest is required in order to apply.
  • A List of 3 References is required in order to apply.

Additional Information

Purpose

The Assistant Director for Operations (ADO) is responsible for providing operational leadership to the Landmarks team, building and improving the organization's infrastructure. The ADO provides leadership and management that affects all operations within Landmarks, including administration office management.

Essential Functions

Lead all administrative activity for Landmarks and cultivate a synergistic work environment. Managerial areas include: strategic planning; ongoing timeline for inter-departmental work projects (monthly adjustments and annual review); staff checklists for public art projects; performance dashboard and analytics; office procedures manuals; and communicate to staff any consequential changes in administrative policies and procedures Promote excellence by supporting employees, optimizing effectiveness, and promoting individual and team success. Managerial areas include: boost staff morale and cultivate staff appreciation; long-term staffing plans in coordination with the director; communicate consequential changes in human resources policies and procedures; liaison with UT HR to resolve HR concerns; assist in job postings, recruitment, and hires; new employee orientation; oversee changes in employee classifications; facilit Facilitate agreements with artists and vendors by managing the legal aspects that support Landmarks and its projects. Tasks include: executing contracts in compliance with UT procedures; renew and amend contracts as needed; track contract deliverables and comply with payment schedules; liaise with UT offices for liability and insurance questions; facilitate agreements and procedures for rights and reproductions agreements with artists and photographers. Guide the overall fiscal health of Landmarks by monitoring assets, cash flows, and forecasting challenges and opportunities. Work areas include: formulate annual operating/project budgets and monitor progress; manage procurement for staff; monitor invoicing and deliverables; bookkeeping to track revenues and expenses; process reimbursements; account tracking; project invoicing; monthly budget reports; annual budget report and project budgets; and assist in grant application Generate strategies to improve overall efficiency, organization, and promote a professional and welcoming office environment. Work areas include: supervise administrative assistant and assure delivery of work areas; coordinate staff work schedules office keys and card access; manage staff in maintaining clean and organized workspaces; oversee office relocations; procure office equipment manage vendors and inventory. Field general program inquiries as able; prepare presentations, press, and development materials as needed; facilitate and/or conduct research for projects and programs as needed; assist staff during programs and special events as needed; Maintain orderly and compete digital and paper files; Other duties as assigned.

Marginal/Incidental functions

Other related functions as assigned.

Required qualifications

Bachelor's degree. Five years relevant experience in administration, operations, or financial coordination required. Demonstrated experience in budgeting and bookkeeping. Prior management experience and working for visual art organization desired. ADO should be proficient with Microsoft Office (Word, Excel, PowerPoint). Equivalent combination of relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Master's degree. Advanced Excel skills and proficiency with the Adobe Creative Suite. Prior experience at UT.

Working conditions

May work around standard office conditions Repetitive use of a keyboard at a workstation Use of manual dexterity

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