Overview

Job Location:
AUSTIN, TX

Job Posting Title:

TIDES Business Manager, College of Natural Sciences

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Hiring Department:

College of Natural Sciences

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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:

AUSTIN, TX

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Job Details:

General Notes

Must be eligible to work in the US on a full-time basis for any employer without sponsorship.

The Texas Institute for Discovery Education in Science (TIDES) in the College of Natural Sciences (CNS), offers a variety of services and programs to undergraduates and faculty designed to increase experiential learning opportunities in STEM fields. It serves as an incubator for innovative educational programming with an emphasis on increasing diversity, providing equitable educational experiences, and inclusive practices. TIDES is home to over 35 faculty, hires over 700 students annually, and programming is conducted and supported by a dozen staff members; programs include:

  • Freshman Research Initiative that engages over 1000 students every year in authentic research experiences
  • Inventors program which provides entrepreneurial opportunities for students
  • International programming to facilitate study and research abroad experiences

TIDES supports CNS teaching through professional development workshops and also provides evaluation and assessment reports and services to CNS regarding various aspects of programmatic and CNS goals. TIDES hosts a variety of events for CNS students and faculty from the Undergraduate Research Forum to Teaching Discovery Days. The TIDES administrative staff are an integral part of the success of TIDES activities and work closely with program staff across all programs. The Business Manager is a leadership role, participating in strategic planning for TIDES and individual projects, and ensuring effective administrative support.  

Responsibilities

  • Financial management and planning: Work with complex budgets and accounting. Maintenance of the living budget, including regular balance review and reconciliation, reporting and compliance. Develop sustainable budgeting for staffing. Collaborating with TIDES staff to develop budgets for projects and ensure proper encumbrance of funds. Collaborates with CNS Undergraduate Education staff to manage institutional funds. Serves as the liaison with CNS and UT policy, practices, procedures and deadlines.
  • Human Resources: Responsible for staff hiring, coordinating with CNS Undergraduate Education HR to post ads and set up interviews, manage Workday processes including contracts, stipends, job changes, costing changes and coordinating annual evaluation reviews. The position includes oversight of on- and offboarding for faculty and staff, arranging Flexible Work Arrangements and overseeing the student hiring process. Serve as a liaison with CNS and UT on policy, practice, procedures and timelines.
  • Faculty Affairs: Collaborate with TIDES staff and CNS Faculty Affairs for hiring, appointment offers, and promotion processes. Support faculty search processes, including posting ads, coordinating interview committees, and scheduling interviews. Responsible for managing faculty hiring for all faculty in TIDES. Track appointments and annual offer letters including liaising with departments to manage split appointments, instructional overloads, stipends and one time payments. Oversee and coordinate administrative support of the faculty promotion process including organizing dossiers and supporting promotion committee activities. Support the annual faculty review process.
  • Grants and Contracts: Collaborate with UT’s Office of Sponsored Programs (OSP), Office of Sponsored Award Administration (SPAA), and UT and CNS Development offices for award management. Support proposal writing by coordinating data/document gathering for submission including data management, facilities statements, and other relevant institutional information. Post-award – collaborate with TIDES staff and faculty on managing grant finances including budget reporting and expenditures, and endowment and gift management and tracking. Act as liaison OSP, SPAA and UT and CNS Development offices to ensure compliance. 
  • Office Functions: responsible for oversight of the Administrative Assistants and their duties including purchasing, equipment maintenance, ensure appropriate office support is available for projects, and basic office functions. Collaborate with the Executive Director to identify professional development opportunities for the administrative staff and develop effective office protocols and procedures. In collaboration with the Engage Director, work with the TIDES student ambassadors, to support office functions. Participate in training and attending meetings to stay up to date on important information pertaining to all job responsibilities.
  • Other duties as assigned.

Required Qualifications

Bachelors degree and five years of administrative experience, including three years of experience at the Administrative Assistant or Associate level; or Associates Degree and seven years experience. Experience with basic accounting practices, preparing budgets and reports. Ability to be discreet with confidential matters, demonstrated proficiency in oral and written communication, excellent organizational skills, and high level of accuracy and attention to detail. Proficiency in Microsoft Office programs. Ability to interact and maintain productive working relationships with a diverse population of faculty, staff and students and maintain a positive and professional demeanor. Ability to assess workload, prioritize tasks, and meet deadlines to successfully manage concurrent projects for multiple areas with accuracy. Ability to learn quickly and be flexible. Ability to undertake and complete tasks with minimal supervision and exhibit individual initiative in meeting the functions of the position. Experience taking ownership of projects and seeing them through to completion.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Experience with UT accounting and HR systems. Experience with pre- and post-award grants management at UT Austin or elsewhere. Supervisory experience.

Salary Range

$59,000 + depending on qualifications

Working Conditions

  • Potential for hybrid telework arrangements.
  • Standard office conditions.

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:

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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.