Director of Administration & Operations, Hildebrand Department of Petroleum and Geosystems in Cockrell School of Engineering

Job description

Job Posting Title: Director of Administration & Operations, Hildebrand Department of Petroleum and Geosystems in Cockrell School of Engineering ---- Hiring Department: Hildebrand Department of Petroleum and Geosystems Engineering ---- Position Open To: All Applicants ---- Weekly Scheduled Hours: 40 ---- FLSA Status: Exempt from FLSA ---- Earliest Start Date: Immediately ---- Position Duration: Expected to Continue ---- Location: UT MAIN CAMPUS ---- 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 (UT 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. UT Austin, recognized by Forbes as one of America’s Best Large Employers , provides outstanding employee benefits and total rewards packages that include: Competitive health benefits (employee premiums covered at 100%, family premiums at 50%) Voluntary Vision, Dental, Life, and Disability insurance options Generous paid vacation, sick time, and holidays Teachers Retirement System of Texas, a defined benefit retirement plan, with 8.25% employer matching funds Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b) Flexible spending account options for medical and childcare expenses Robust free training access through LinkedIn Learning plus professional conference opportunities Tuition assistance Expansive employee discount program including athletic tickets Free access to UT Austin's libraries and museums with staff ID card Free rides on all UT Shuttle and Austin CapMetro buses with staff ID card The Hildebrand Department of Petroleum and Geosystems Engineering’s (PGE) undergraduate and graduate programs are ranked #2 and #1, respectively, in the nation according to U.S. News & World Report. The department leads pioneering research and education in vital areas such as oil and gas production, geothermal energy, carbon capture utilization and storage, hydrogen storage and production, artificial intelligence, and methane emissions. Our faculty includes 5 members of the National Academy of Engineering. Our students and graduates go on to transform industries, address critical energy challenges, benefit society, and improve quality of life. Purpose The Director of Administration & Operations serves as a strategic partner to the Department Chair in PGE. This position leads the administrative, financial, academic, and operational functions. The Director translates priorities into action and advances organizational effectiveness and the department’s mission. Responsibilities Operational Oversight – Provide strategic and operational leadership for the Undergraduate and Graduate program offices, Facilities and IT team, Business Affairs team, administrative staff, and External Relations team. Partner with the Chair to translate priorities into programs, initiatives, and special projects. Strengthen operations through process improvement, staff development, and effective use of technology. Foster a collaborative, high-performing culture aligned with the department’s vision and mission. Human Resources Administration – Provide strategic oversight of the department’s human resources functions. Review and approve appointments for policy compliance and serve as departmental cost center manager, HR partner, and timekeeper. Manage Professional-Track Faculty appointments, faculty offer letters, and summer assignments. Lead graduate student, visiting scholar, and researcher hiring and onboarding. Regularly review HR and payroll costing data to ensure appropriate use of funds and timely adjustments consistent with funding requirements. Support effective workforce planning and employee development. Financial Management – Provide strategic financial leadership and supervise the financial analyst in preparing the department’s annual strategic, supplemental teaching, and operational budgets. Advise the Chair on resource allocation and financial planning. Review and approve business contracts. Oversee departmental reporting, annual operating budgets, endowment stewardship, and compliance with funding requirements. Serve as Electronic Office Manager (EOM) and coordinate access to departmental financial systems. Faculty Affairs Management – Partner with the Chair and faculty committees on recruitment, hiring, awards, promotions, and reviews. Lead new faculty onboarding and oversee start-up commitments. Department Liaison – Serve as a trusted liaison and strategic partner to the CSE Dean’s Office, central offices, research centers, and other departments and colleges. Build alignment, communicate new policies and procedures clearly, and advance cross-unit priorities. Other - Perform other related functions as assigned. Required Qualifications Bachelor's degree and progressively responsible experience leading complex administrative operations. Demonstrated ability to analyze and communicate thoughtfully about business, financial, and administrative operations. Demonstrated success leading, developing, and motivating teams. Ability to collaborate and influence effectively with individuals at all levels of a complex organization. Strong organizational, project management, and execution skills. Proven ability to identify opportunities for collaboration and build productive partnerships. Excellent relationship-building and stakeholder-management skills. Professional demeanor, sound judgment, and discretion. Ability to think strategically and creatively while managing the details of multiple concurrent priorities. Demonstrated ability to lead through change, set priorities, and deliver results. Willingness to learn and responsibly apply AI and other productivity tools. Equivalent combination of relevant education and experience may be substituted as appropriate. Preferred Qualifications 10 or more years of progressively responsible management and leadership experience. Relevant professional experience leading academic and administrative units serving a broad population of faculty, students, and staff. Proven track record serving as a strategic advisor, leading organizational development or restructuring, and translating strategic plans into measurable results. Experience using Workday and DEFINE systems. Experience working in a STEM environment, ideally with a substantial research operation. Experience working with faculty, staff, and students in a complex academic environment. Experience demonstrating a high degree of initiative, sound judgment, and effective decision-making in complex situations. Experience using large language models (LLMs) and other AI tools to enhance productivity and decision support. Salary Range $95,000+ depending on qualifications Working Conditions Work is performed in a standard office environment. Repetitive use of a keyboard at a workstation Use of manual dexterity Work Shift Standard business hours are Monday – Friday 8:00 a.m. to 5 p.m. Work outside of normal business hours may be required on an occasional basis during peak times Required Materials Resume/CV Letter of Interest 3 work references with their contact information; at least one reference should be from a supervisor 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 into 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. ---- 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. ---- 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. ---- Background Checks: A criminal history background check will be required for finalist(s) under consideration for this position. ---- 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. ---- 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. ---- 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. ---- 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 and Spanish) [PDF] Right to Work Poster (English) [PDF] Right to Work Poster (Spanish) [PDF] ---- 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.