Administrative Program Coordinator (9706)

Job Posting Title:

Administrative Program Coordinator (9706)

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Hiring Department:

Department of Civil, Architectural, and Environmental Engineering

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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:

Oct 17, 2022

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

Purpose

This position will provide professional level financial accounting, reporting and transaction oversight for the Department of Civil, Architectural and Environmental Engineering. This position will also provide event support in contracts and vendor management, with regular event day-of duties (the fun stuff!).

 

The Cockrell School is committed to building an inclusive environment, free from all forms of hate, racism and injustice, where students, faculty and staff feel safe and supported. Every member of our school community — whoever you are, wherever you are from and whatever you believe — is valued. We are proud to be an Equal Opportunity Employer and welcome all qualified applicants regardless of race, ethnicity, religion, physical ability, sexual orientation, gender and gender expression, or socioeconomic background.

Responsibilities

• Reconcile department accounts, prepare discretionary account statements, and compose annual reports for the Cockrell School of Engineering. Complete the monthly expense account certification and monitor discrepancies with account balances recorded by the Office of Accounting. Review accounts for overages or deficits, insufficient funds, incorrect object codes, and encumbrance reconciliation.

• Review and approve all payment vouchers, purchase orders, and financial agreements for the department.

• Prepare business contracts, exception requests, and payments for services for the department.

• In conjunction with the department’s Director, oversee the implementation of the strategic budget established by the Department Chair. Ensure that funds are spent in accordance with account rules, university policies, and the department’s strategic priorities.

• Proactively monitor the department’s default tuition and stopgap accounts, ensure charges are transferred to the appropriate account in a timely manner.

• Collaborate with the Cockrell School’s Business Affairs office and Office of Accounting to resolve business needs and ensure compliance with university policies.

• Monitor and track various financial commitments for the department, including start-up funds, internal funding, and student organization support.

• Research vendors for events and work with vendors to complete the onboarding process.

• Assist with event preparation details including CVENT Registration and Qualtrics communication

• Assist with day-of duties for department events (banquets, industry day, advisory meetings, student events and celebrations, distinguished lectures, faculty and staff celebrations, etc.…).

• Provide back-up support to the department’s purchaser, payment processor, and Director when needed.

• Provide back-up support to the department’s events coordinator when needed.

• Performs research and develops graphs, charts, spreadsheets, correspondence, reports, and presentation materials, as requested.

• Will act as an individual contributor.

• Other related functions as assigned.

Required Qualifications

Bachelor’s degree and five years of progressively responsible experience in finance or accounting with experience in planning, forecasting and financial analysis. Demonstrated analytical skills, problem resolution experience with complex systems, flexibility, and attention to detail. Ability to maintain discretion with confidential matters and to use sound judgement to facilitate independent decisions. Must be able to work in a fast-paced environment with constant deadlines, and the ability to manage long term projects. A professional and friendly demeanor with faculty, staff, students, and the public. Excellent written and oral communication. Knowledgeable of the University’s procurement, payment, vouchering, and audit processes, as well as University resources, policies, business systems. Proficiency in Microsoft Excel and Word products.  

Relevant education and experience may be substituted as appropriate.  

Preferred Qualifications

Experience with endowment compliance and gift funding. Proficiency in DEFINE and Workday financial data.  Demonstrated ability to work as a member of a team in a dynamic environment and a commitment to service excellence. Flexibility to support both the financial and events functions in the department.

Salary Range

$50,000+ Depending on Qualifications

Working Conditions

• Occasional travel may be required.

• Extended work hours are not typical; however, may be required for events.

• This position is eligible for a flexible work arrangement agreement.

• May work around standard office conditions. 

• Repetitive use of a keyboard at a workstation. 

• Lifting, bending, and moving. 

• 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 in to 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 2021 report here or obtain a copy at University Compliance Services, 1616 Guadalupe, Suite UTA 2.206, Austin, TX 78701.