Administrative Manager, Texas Materials Institute, Cockrell School of Engineering

Job Posting Title:

Administrative Manager, Texas Materials Institute, Cockrell School of Engineering

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Hiring Department:

Texas Materials Institute

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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:

Immediately

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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

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 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.

Purpose

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.

Responsibilities

• 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