Administrative Manager, Texas Materials Institute, Cockrell School of Engineering

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Job Details:

As a top-10 engineering school with the No. 1 program in Texas, theCockrell School of Engineeringat The University of Texas at 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.

Texas Materials Institute (TMI) Administrative Manager, manage all aspects of support services for the Texas Materials Institute including overall management of the administrative and technical services, special projects and reports. Plans short- or long-range projects and helps formulate strategies for funding and project implementation. Make complex administrative decisions regarding organizational issues. Oversee administrative or operational projects as assigned by center Director. Interacts with staff and departments via electronic correspondences, telephone or personal contact. Provides consultation regarding contractual and technical duties delegated to support staff. Works with skilled technical personnel. Supervise centers' support staff.

• Serve as financial contact and conduct unit accounting duties, including budget monitoring and forecasting, reallocation, financial reporting, front-end expense approval, invoice review, contracts, purchases, and overall expense management. Provide post-award management support including costing allocations, effort reports, budget transfers, progress reports, no cost extensions, contractual amendments, subaward invoice payments, expense management, and grant close-outs.

• Manage all aspects of travel, entertainment reimbursements, procurement, departmental inventory reporting, and contracts administration through supervision of documentation of two administrative staff; Reviews and approves all documents generated in DEFINE, Point Plus, FRMS, WORQS, and other UT electronic systems. Electronic Office Manager (EOM) in the university's mainframe accounting system and serve as unit contact and expert on that system. Troubleshoots issues related to unit accounts.

• Serve as the primary coordinator of human resource for the unit, managing employee timesheets, personnel files, assignments, coordinating annual performance evaluations, and coordinating title and compensation adjustments as needed. Process Workday appointment and tuition reduction benefits for students on accounts through the Institute each semester.

• Assists with proposal preparation and submittal in UTRMS, working closely with the Director, faculty, and the Office of Sponsored Projects.

• Fosters the public image of the Materials Science and Engineering Program and the Institute by ensuring work products such as reports, correspondence, newsletters, etc. are of high quality and support the overall mission of the organization.

• Prepares the Institute's annual report, ensuring information is accurate, professionally prepared, and ready for delivery in a timely manner. Tracks unit activities and provides updates to the Director on a periodic basis.

• Coordinates administrative elements of the management of the Institute's service center facilities, including billing and reviewing and updating the facilities' charge structure with the Budget Office. Assist with Service Center Agreements for Texas Materials Institute facilities billing.

• Coordinates events and meetings for the Institute.

• Perform other duties, sometimes complex in nature, as assigned.

• Bachelor's degree and at least five years of administrative work experience.

• Excellent verbal and written communication skills.

• Proficiency with Microsoft Office programs.

• Excellent verbal, written, and interpersonal communication skills.

• Demonstrated outstanding organizational, attentiveness to detail, and time-management skills.

• Demonstrated ability to work as a team member and capable of working independently.

Relevant education and experience may be substituted as appropriate.

• More than five years of administrative work experience.

• Experience with DEFINE

• HR Workday experience

• Knowledge and experience working in an academic environment, and familiarity with engineering programs.

• Exhibits consistent punctuality and professionalism.

• Familiarity with research administration.

$75,000 + depending on qualifications

• May work around standard office conditions

• Repetitive use of a keyboard at a workstation

• Use of manual dexterity

• Resume/CV

• Letter of interest

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

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume in the first step of the online job application process. Then, any additional Required Materials will be uploaded in the My Experience section; you can multi-select the additional files or click the Upload button for each file. 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 Jobs. Before you apply though, 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. This information will be pulled in to your application. The application is one page and you will need to click the Upload button multiple times in order to attach your Resume, References and any additional Required Materials noted above.

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Employment Eligibility:

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Retirement Plan Eligibility:

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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 and 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.