Administrative Manager, Process Industry Practices, Cockrell School Of Engineering

Job Posting Title:

Administrative Manager, Process Industry Practices, Cockrell School of Engineering

Hiring Department:

Construction Industry Institute

Position Open To:

All Applicants

Weekly Scheduled Hours:

40

FLSA Status:

Exempt

Earliest Start Date:

Immediately

Position Duration:

Expected to Continue

Location:

PICKLE RESEARCH CAMPUS

Job Details:

General Notes

As a top-10 engineering school with the No. 1 program in Texas, the Cockrell School of Engineering at The University of Texas at Austin (UT Austin) has been a global leader in technology innovation and engineering education for over a century. With 11 undergraduate and 13 graduate programs, over 20 research centers and a faculty community that boasts one of the highest number of National Academy of Engineering members among U.S. universities, Texas Engineering has launched some of the nation's most accomplished leaders and pioneered world-changing solutions in virtually every industry, from space exploration to energy to health care. Situated in the heart of Austin - named "America's Coolest City" by Expedia and "The Best Place to Live in the U.S." by U.S. News and World Report - the Cockrell School embodies the city's innovative spirit. Major companies with Austin campuses, such as Dell, National Instruments, Apple, IBM, Samsung, Google and many others, continue to recruit Cockrell School students at a remarkable rate, launching thousands of successful careers and developing Texas Engineers into industry leaders.

At UT Austin, we say "What starts here changes the world." As a member of the university community, you will be part of an organization that is internationally recognized for our academic programs and research. Your work will have meaning and make a difference not only in the lives of our faculty, staff, and students, but also those who are impacted by our first class academic and research programs.

UT Austin provides outstanding employee benefits and total rewards packages that include:

• Competitive health benefits (employee premiums covered at 100%, family premiums at 50%)

• Voluntary Vision, Dental, Life, and Disability insurance options

• Generous paid vacation, sick time, and holidays

• Teachers Retirement System of Texas, a defined benefit retirement plan, with employer matching funds

• Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b)

• Flexible spending account options for medical and childcare expenses

• Robust free training access through LinkedIn Learning plus professional conference opportunities

• Tuition assistance

• Expansive employee discount program including athletic tickets

• Free access to UT Austin's libraries and museums with staff ID card

• Free rides on all UT Shuttle and Austin CapMetro buses with staff ID card

Purpose

The Administrative Manager will provide oversight of administrative functions for the Process Industry Practices (PIP) consortium to ensure operations are managed efficiently, in accordance with policy and law, and in concert with strategic objectives for the PIP sub-unit.

Responsibilities

• Oversee the publishing of PIP Practices. Track new and revised Practices from development through distribution and report on the production schedule. Monitor PIP Practices to ensure editorial consistency. Formulate strategies for project improvement, implement, and report on results. Ensure accuracy of published Practices on the PIP website and third-party distributor websites. Supervise editorial staff.

• Responsible for administrative support services. Relieve the Director by overseeing the day-to-day operations of the PIP Office. Work with internal and external vendors to procure supplies and equipment as needed for the office and PIP staff. Ensure operational adherence with university policies. Coordinate all administrative elements of PIP's operations and facilities as they arise. Coordinate annual space allocation and equipment inventory. Supervise a portion of the administrative support staff.

• Manage all aspects of accounting, purchasing, and budget reporting. Serve as primary financial representative for the PIP sub-unit within the University. Review and approve vouchers, purchase orders, and contracts. Review, monitor, and assist with QuickBooks and DEFINE data entry. Oversee monthly account reconciliations and perform expense certifications. Analyze and report monthly on budget. Prepare annual budget with input from the Director for approval by the Finance Committee. Supervise accounting staff.

• Oversee PIP systems administration. Monitor data integrity and record-keeping. Facilitate PIP system enhancements and application improvements. Negotiate related contracts and service agreements to ensure proper execution per university guidelines. Ensure equipment and software licenses are current and maintained. Supervise Systems Administration staff.

• Attend PIP quarterly meetings and Annual Conference (AC) in-person. Serve as representative of PIP administrative staff and internal operations. Offer administrative support to PIP Function Teams and Committees. Prepare presentations and reports for use by PIP Director. Participate as a non-voting member on assigned PIP teams and committees, keep abreast of issues and topics, and participate in discussions. Attend interim virtual PIP meetings, as required.

• Coordinate with Function Team Leadership (FTL) to assess needs and obtain resources for each team. Facilitate quarterly FTL meetings, assign rotating leaders, prepare agendas, compile team reports into quarterly presentations, and record meeting minutes. Recruit volunteers from member companies for leadership positions. Secure PIP Emeritus and manage the annual exclusive acquisition justification (EAJ) process for PIP Consultants.

• Provide administrative support for PIP quarterly meetings and AC. Assist with annual budgeting and quarterly expense analysis. Consult as needed on related contracts, purchase orders, service agreements, and general procurement to ensure proper execution per university guidelines. Assist with scheduling and meeting space allocation for teams, trainings, and other special events.

• Serve as Human Resources (HR) coordinator and Workday administrator for the PIP sub-unit to ensure adherence with university policies. Provide guidance to PIP staff on required trainings, procedures, and policies. Maintain employee personnel files. Administer the annual performance evaluation process. Support recruiting, hiring, and training of PIP staff.

• Performs other related duties as assigned.

Required Qualifications

• Bachelor's Degree and three (3) years of experience supervising staff.

• Strong working knowledge of Microsoft Office Suite.

• Excellent time management, project, and planning skills.

• Excellent written and verbal communication skills.

• Ability to prioritize work and work of others.

• Ability to work effectively under pressure and develop budget and reporting in QuickBooks and DEFINE.

• Ability to establish strong working relationships with business contacts, particularly technical contacts.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Experience designing and maintaining websites.

• Experience on publishing and auditing third-party distributors.

• Five (5) years of experience working with volunteers. More than five (5) years of supervisory experience.

• Working knowledge of UT purchasing and budgeting rules, procedures and business systems.

• Working knowledge of UT Austin travel rules, procedures, and business systems.

• Working knowledge of UT Austin policies and procedures.

• Mastery of UT's DEFINE and Workday systems.

Salary Range

$75,000 + depending on qualifications

Working Conditions

• May work around standard office conditions

• Duties require occasional, regular travel outside of Austin, Texas

• Periodically requires an irregular work schedule with longer than average workdays and work hours that exceed a regular work week. Some overtime, weekends, and holidays possible. 40-hour work week or 9/80 schedule as determined by supervisor

• Hybrid work environment

Physical Tasks

• Repetitive use of a keyboard at a workstation

• Use of manual dexterity

• Ability to lift, push, and/or pull up to 40 pounds

Required Materials

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

• Letter 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 into 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.

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:

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]

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.