Administrative Manager, Texas Materials Institute, Cockrell School of Engineering

University of Texas at Austin

5d • $75,000 • Onsite

About The Position

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.

Requirements

• 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.

Nice To Haves

• 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.

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 meetings for the Institute.
• Perform other duties, sometimes complex in nature, as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level