Job Information
UNIVERSITY OF TEXAS AT AUSTIN Administrative Manager, Process Industry Practices, Cockrell School of Engineering in AUSTIN, Texas
Oversee the publishing of PIP Practices. Track new and revised Practices from development through distribution and report on the production schedule. Monitor PIP Practices to ensure editorial consistency. Formulate strategies for project improvement, implement, and report on results. Ensure accuracy of published Practices on the PIP website and third-party distributor websites. Supervise editorial staff.Responsible for administrative support services. Relieve the Director by overseeing the day-to-day operations of the PIP Office. Work with internal and external vendors to procure supplies and equipment as needed for the office and PIP staff. Ensure operational adherence with university policies. Coordinate all administrative elements of PIP's operations and facilities as they arise. Coordinate annual space allocation and equipment inventory. Supervise a portion of the administrative support staff.Manage all aspects of accounting, purchasing, and budget reporting. Serve as primary financial representative for the PIP sub-unit within the University. Review and approve vouchers, purchase orders, and contracts. Review, monitor, and assist with QuickBooks and DEFINE data entry. Oversee monthly account reconciliations and perform expense certifications. Analyze and report monthly on budget. Prepare annual budget with input from the Director for approval by the Finance Committee. Supervise accounting staff.Oversee PIP systems administration. Monitor data integrity and record-keeping. Facilitate PIP system enhancements and application improvements. Negotiate related contracts and service agreements to ensure proper execution per university guidelines. Ensure equipment and software licenses are current and maintained. Supervise Systems Administration staff.Attend PIP quarterly meetings and Annual Conference (AC) in-person. Serve as representative of PIP administrative staff and internal operations. Offer administrative support to PIP Function Teams and Committees. Prepare presentations and reports for use by PIP Director. Participate as a non-voting member on assigned PIP teams and committees, keep abreast of issues and topics, and participate in discussions. Attend interim virtual PIP meetings, as required.Coordinate with Function Team Leadership (FTL) to assess needs and obtain resources for each team. Facilitate quarterly FTL meetings, assign rotating leaders, prepare agendas, compile team reports into quarterly presentations, and record meeting minutes. Recruit volunteers from member companies for leadership positions. Secure PIP Emeritus and manage the annual exclusive acquisition justification (EAJ) process for PIP Consultants.Provide administrative support for PIP quarterly meetings and AC. Assist with annual budgeting and quarterly expense analysis. Consult as needed on related contracts, purchase orders, service agreements, and general procurement to ensure proper execution per university guidelines. Assist with scheduling and meeting space allocation for teams, trainings, and other special events.Serve as Human Resources (HR) coordinator and Workday administrator for the PIP sub-unit to ensure adherence with university policies. Provide guidance to PIP staff on required trainings, procedures, and policies. Maintain employee personnel files. Administer the annual performance evaluation process. Support recruiting, hiring, and training of PIP staff.Performs other related duties as assigned.