Finance Manager, Walker Department of Mechanical Engineering, Cockrell School of Engineering

Job Posting Title:

Finance Manager, Walker Department of Mechanical Engineering, Cockrell School of Engineering

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Hiring Department:

Walker Department of Mechanical 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:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

As a top-10 engineering school with the No. 1 program in Texas, the Cockrell School of Engineering  at The University of Texas at Austin has been a global leader in technology innovation and engineering education for over a century. With 11 undergraduate and 13 graduate programs, over 20 research centers and a faculty community that boasts one of the highest number of National Academy of Engineering members among U.S. universities, Texas Engineering has launched some of the nation’s most accomplished leaders and pioneered world-changing solutions in virtually every industry, from space exploration to energy to health care. Situated in the heart of Austin — named “America’s Coolest City” by Expedia and “The Best Place to Live in the U.S.” by U.S. News and World Report — the Cockrell School embodies the city’s innovative spirit. Major companies with Austin campuses, such as Dell, National Instruments, Apple, IBM, Samsung, Google and many others, continue to recruit Cockrell School students at a remarkable rate, launching thousands of successful careers and developing Texas Engineers into industry leaders.

In the Walker Department of Mechanical Engineering , we design and build devices and systems that transform industries and improve lives around the world. With nearly 70 faculty members, 27 staff members, 1,500 students and thousands of alumni worldwide, the Walker Department has a supportive community aspired to solve the most pressing challenges of the 21st century through world class research, unsurpassed student education, and dedicated service to the community.

This job description may not reflect all assigned duties, responsibilities, or aspects of the job described.

Purpose

Responsible for managing and conducting complex accounting and finance functions for the Walker Department of Mechanical Engineering.  Works with department leadership to develop and implement short- and long-range financial strategies and plans in support of departmental goals and prepares statements, reports, projects, estimates, and/or projects as requested. Leads a team of accounting and financial staff.

Responsibilities

Financial Management:

• Works with the Director of Administration to manage the department’s operating, designated tuition, and endowment budgets, including preparation and processing of budgets and budget update documents (BUDs). 

• Oversees the appropriate management of research funding and supervises the post-award accountant. Ensures appropriate measures are in place to assist faculty with planning for budgetary needs, creating spending projections, tracking expenditures, reconciling projects monthly, account closeouts, budget transfers, document approval, no cost extensions, cost share reports, work statements, and any other account-specific need, including general troubleshooting.

• Oversees account structure including unit codes, subunit codes, and accounts ensuring accounts are requested and inactivated in a timely manner. Monitors account balances and process funding transfers.

• Maintains accounting records for all departmental accounts. Tracks financial and non-financial commitments. Conducts required monthly reconciliations; monitors discrepancies with account balances, reviews accounts for overages or deficits, insufficient funds, incorrect object codes, etc.; and processes corrections as needed.

• Supports efforts to ensure sound financial planning, budgeting, and account management processes are in place for the department and in compliance with UT processes and procedures.

• Serves as Cost Center Manager in Workday.

Reporting:

• Provides detailed and reconciled budget reports on academic core funds to the Dean's Office quarterly, utilizing IF2 reports and reconciling in LMM modules.

• Prepares models, forecasts, and financial projections. Prepares recurring and ad hoc reports such as budget to actual and outlook reports including reserves, risks, and opportunities for the Chair, Associate Chair, and Director.

• Coordinates the development and distribution of reports for financial and non-financial data for the department.

• Collaborates with university offices on the development of reports to meet school need.

• Develops systems and processes to track information and ensure a high degree of data integrity.

Business Operations:

• Serves as Electronic Office Manager (EOM) in the university's mainframe accounting system and as the departmental contact and expert on that system.

• Responsible for assisting the Director with personnel administration and daily administrative operations for the department.

• Assist Director and Associate Chair with Supplemental Teaching budgets.

• Coordinates Independent Contractor requirements for Workday HR Partner to process.

• Manages all VIP gift deposits.

• Acts as back-up for departmental IT purchasing. 

• Acts as back-up for Department Travel Coordinator (VE5, VE6, VP5), Accounts Payable (VPE, VP1, VP2) during extended absences.

• Collaborates with the Inventory Coordinator to locate tagged items; this includes preparing the self-tagging form for ME inventory via the purchasing form.

• Supports a culture of continuous improvement, effective training, and organizational excellence.

Supervision:

• Serves as a departmental expert on all aspects of travel, entertainment reimbursements, procurement, departmental inventory reporting, senior design project program administration and pre- and post-award grants and contracts administration through supervision of five FTE administrative staff. Oversees all their administrative functions, document approval, and any other account-specific need, including general troubleshooting.

• Reviews and approves all documents generated in DEFINE, PointPlus, FRMS, WORQS, and other UT electronic document systems.

Required Qualifications

• Bachelor's degree in Finance, Accounting, Business Administration, or closely related field. Six years of progressively responsible experience in finance or accounting and three years of management experience.

• Experience in financial planning, forecasting, cost, and financial analysis. High level of analytical ability and proficient in data analysis.

• Skilled at developing and presenting complex information to a variety of audiences.

• Advanced proficiency in Microsoft Excel.

• Ability to quickly learn to use new technologies/software.

• Professional demeanor.

• Demonstrated excellent problem-solving skills.

• Excellent written, verbal, and interpersonal communication skills.

• Ability to meet deadlines and to successfully identify, organize and complete tasks independently and in a team environment. Experience working with confidential information and providing support using tact, discretion, and diplomacy.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Graduate degree in Business, Finance, or Accounting or closely related field.

• More than required experience.

• Knowledge of research administration.

• Experience using data visualization/business intelligence tools.

• Experience building or manipulating relational databases or advanced Excel knowledge (e.g., data models).

• Knowledge of university academic business operations including human resources (faculty, staff, student).

• Experience working at UT or in a higher education setting.

Salary Range

$75,000+ depending on qualifications

Working Conditions

• Standard office conditions

• Repetitive use of a keyboard at a workstation

Work Shift

• Monday – Friday, 8 am – 5 pm. Occasional evening, weekend, or overtime hours may be required.

• This position may be eligible for a hybrid (on-campus and off-campus) work based on business needs and at the discretion of the supervisor.

Required Materials

• Cover letter

• Resume

• List of three professional references with contact details. At least one reference should be a supervisor.

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume in the first step of the online job application process. Then, any additional Required Materials will be uploaded in the My Experience section; you can multi-select the additional files or click the Upload button for each file. 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 Jobs. Before you apply though, 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. This information will be pulled into your application. The application is one page, and you will need to click the Upload button multiple times in order to attach your Resume, References and any

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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 most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.