Administrative Manager

University of Texas at Austin - Austin, TX4.3

Full-time
Purpose
Provide oversight of administrative functions for the Process Industry Practices aka PIP consortium to ensure operations are managed efficiently, in accordance with policy and law, and in concert with strategic objectives. Focus on the Practices and Practice delivery.

Essential Functions
Responsible for administrative issues and special projects. Relieve the Director by overseeing the day-to-day operational management of PIP and provide direct administrative support to the Director. Prepare and edit correspondence. Serve as a key external contact to route requests to proper PIP staff for resolution. Coordinate administrative elements of the management of PIP facilities. Coordinate annual space inventory and equipment inventory. Responsible for overseeing the coordination of PIP events. Assist with planning and setting work priorities, events, committee meetings and annual meetings. Oversee Annual Conference and quarterly meeting preparations including securing contract and hotel details. Travel to and attend meetings and offer support to PIP Function Teams, Committees and staff by preparing and maintaining meeting records, including attendance, minutes, presentations, etc. for use by volunteers from Member Companies. Focus on the Practices and Practice delivery which includes Practices progress reporting, dashboard analysis, out-of-date Practices tracking and recovery support. Perform editorial consistency review. Summarize and report progress for each team. Facilitate Function Team Leader Team meeting, assign rotating leader, prepare agenda, assemble PowerPoint of meeting reports, and review meeting notes. Coordinate with Leader to provide FT reports and requests for leadership or staffing needs. Review and manage all aspects of accounting, purchasing, and budgeting. Review and approve vouchers, purchase orders and payment vouchers as needed. Prepare accurate budgets, seek Director input and approval on budget development and meet with Director regularly to review. Track PIP activities and provide updates to the Director and Financial Chair on a periodic basis. Assist with entry, monitor activity and verify QuickBooks reconciliations. Calculate CII overhead and provide monthly reports Build and maintain effective work relationships with a variety of internal and external contacts, including key Member Company volunteers, officers, Steering Team Members, and technical leadership. Participate as a non-voting member on PIP teams and committees, staying abreast of issues and topics, attend committee meetings, and participate in discussions. Support committee leadership and Function Teams as needed. Participate in WPC and provide input for updates of ADG Practices and Operations Manual. Serve as primary coordinator of human resource issues for the PIP sub-unit, including but not limited to submitting requests for assignments, coordinating all aspects of the hiring and exiting process, managing employee timesheets, personnel files, coordinating annual performance evaluations, and coordinating title and compensation adjustments as needed. Recruit, hire, train and manage performance of PIP staff. Coordinate the development and maintenance of the PIP website to ensure information is presented clearly, accurately and in accordance with strategic objectives. Manage special projects.

Licenses: Class "C" Operator's Driver's License. Applicant selected must provide a current three year Driving Record from the current state of residence. If not currently a Texas resident, must obtain a Texas Driver's License within 30 days after entering Texas as a new resident.

Marginal/Incidental functions
Travel and other related functions as assigned that at times may require a variable work schedule. Other related functions as assigned.

Required qualifications
Bachelor's degree and five years of clerical or related administrative experience. Experience with payables, receivables and budgets. Excellent written and verbal communication skills. Two years of experience supervising staff, including performance management. Working knowledge of DEFINE and HRS Systems. Strong working knowledge of the Microsoft Office Suite. Experience planning and executing events, including events at off-site locations. Demonstrated results-oriented approach to work, demonstrated experience working in or managing a fast-paced and dynamic office, ability to exercise sound business decisions effectively and in a timely manner while focusing on strategic objectives of the organization, demonstrated excellent time management skills and ability to prioritize own work and the work of others under dynamic circumstances, ability to work effectively under pressure, maintain composure, and establish strong working relationships with a variety of business contacts at all levels within an organization. Equivalent combination of relevant education and experience may be substituted as appropriate.

Preferred Qualifications
Working knowledge of university or state purchasing and budgeting rules, procedures and business systems. Working knowledge of UT Austin or State of Texas travel rules, procedures and business systems. Working knowledge of UT Austin policies and procedures. Mastery of UT Austin's DEFINE and HRS systems. QuickBooks experience. Strong accounting background helpful. Experience with web conferencing arrangements, and other electronic meeting venues for knowledge sharing. SharePoint experience. Project management experience.

Working conditions
May work around standard office conditions Repetitive use of a keyboard at a workstation Use of manual dexterity Climbing of stairs Lifting and moving Periodic travel and work outside of normal business hours is required on an occasional basis.

A criminal history background check will be required for finalist(s) under consideration for this position.

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.

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.

If hired, you will be required to complete the federal Employment Eligibility Verification form, I-9. You will be required to present acceptable, original documents to prove your identity and authorization to work in the United States. Information from the documents will be submitted to the federal E-Verify system for verification. Documents must be presented no later than the third day of employment. Failure to do so will result in dismissal.

UT Austin is a Tobacco-free Campus