Job Posting Title:

Administrative Manager, Center for Subsurface Energy and the Environment, Cockrell School of Engineering

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Hiring Department:

Subsurface Energy and the Env, Center for

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt

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Earliest Start Date:

Jan 20, 2025

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

The Center for Subsurface Energy and the Environment (CSEE) is an organized research unit in the Cockrell School of Engineering at The University of Texas at Austin with a mission to foster the development of interdisciplinary programs in subsurface energy and the environment.

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 7.75% 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 relieves the director of day-to-day operational management of the Center for Subsurface Energy and the Environment. Provides administrative and financial support to the staff, faculty, and students of a large research center requiring overall management of center processes, special projects, budgets and reports. Assists the director with complex administrative matters using a high degree of initiative and good judgment. Ensures operational success by coordinating workflow with the administrative team and promoting efficient business practices for the center.

Responsibilities

Manages all aspects of research accounting including the indirect cost return budget, Engineering tax return, research gifts, dedicated funds, and faculty research accounts. Serves as electronic office manager for the ORU. Certifies effort, performs monthly account reconciliation, and conducts purchasing. Final approver on all center vouchers and travel. Budgeting for the Center and for the faculty who have their research grants through the Center.

Manages administrative staff members, including setting work priorities, providing training, coaching, and managing day-to-day performance.

Coordinates center initiatives including annual research showcase, webinars, student and staff (service) awards; schedules and coordinates center meetings and arranges catering; proofreads documents and updates/creates webpages and PR documents for the center.

Assists the director in long-range planning and meeting center goals for excellence. May represent the director in their absence, as needed. Liaises between the dean's office and other various university offices and departments and communicates new policy changes, guidelines, processes, information, and issues as relevant. Generates reports and provides data, maintains records, and provides other assistance as needed.

Oversees HR requests for the Center. Works closely with the CSE Dean's Office for completion/updates of student and staff assignments. Timesheet approver for all Center staff. Works closely with Center faculty and research administrators to process scholarships, fellowships, awards, and summer salaries.

Ensures compliance and consistency across the ORU with the policies and procedures of the University. Ensures confidentiality of various employee documents and files. Maintains and secures personnel records.

Performs other related duties as assigned.

Required Qualifications

Bachelor's degree and (5) five years of financial or related administrative experience

Experience with University of Texas applications, such as DEFINE, FRMS, and Workday

Experience working with research accounts

Experience developing and/or managing business processes that ensure efficient operations

Experience working in or managing a large, complex, fast-paced, and dynamic environment

Knowledgeable of university resources, policies, and procedures, especially related to research, travel, and procurement

Demonstrated problem-solving skills

Self-starter and highly collaborative approach to work

Ability to think strategically and creatively with enthusiasm

Demonstrated record of professional demeanor and discretion with the ability to interact diplomatically with diverse constituencies

Skilled at anticipating changing priorities, working in changing environments, providing strong customer service skills, and responding well to feedback

Effective communicator with excellent oral, written, and interpersonal communication skills

Ability to work well with a team, under pressure, and to meet deadlines

Ability to address individuals and information with a high degree of sensitivity and confidentiality in various delicate, formal, or urgent situations

Ability to foster and maintain a positive team-oriented environment

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Additional experience beyond the required

Experience with strategic planning and making complex administrative decisions

Experience with employee relations and conflict management

Experience providing training

Knowledge of Cockrell School of Engineering business affairs policy and procedures

General knowledge of budgeting and fringe calculations

Demonstrated ability to multitask and handle concurrent projects with accuracy, diplomacy, and discretion

Ability to strategically problem solve and execute a plan of action

Ability and willingness to engage and be an advocate for students, faculty, and staff

Salary Range

$70,000 + depending on qualifications

Working Conditions

May work around standard office conditions

Physical Tasks

Repetitive use of a keyboard at a workstation

Use of manual dexterity

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.

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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.

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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.

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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) [PDF]E-Verify Poster (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.