Job Posting Title:

System Administrative and Reports Manager

----

Hiring Department:

Procurement and Payment Services

----

Position Open To:

All Applicants

----

Weekly Scheduled Hours:

40

----

FLSA Status:

Exempt

----

Earliest Start Date:

Immediately

----

Position Duration:

Expected to Continue

----

Location:

AUSTIN, TX

----

Job Details:

General Notes

The Procurement and Payment Services (PPS) team serves The University of Texas at Austin as a trusted partner, providing integrated procure-to-payment support, and strategically addressing sourcing, contracting, revenue generating opportunities and payment needs, while safeguarding for the highest-level of qualified and varied supplier performance. For more information on PPS, please visit: https://procurement.utexas.edu/about.

Your skills will make a difference

You’ll be working for a university that is internationally recognized for our academic programs and research. Your work will make a difference in the lives of FAS staff, thereby enhancing the student experience. If you’re the type of person that wants to know your work has meaning and impact, you’ll like working in our department and for UT Austin. UT Austin provides an outstanding benefits package including but not limited to:

Competitive health benefits (employee premiums covered at 100%, family premiums at 50%)Voluntary Vision, Dental, Life, and Disability insurance optionsGenerous paid vacation, sick time, and holidaysTeachers Retirement System of Texas, a defined benefit retirement plan, with employer matching fundsAdditional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b)Flexible spending account options for medical and childcare expensesRobust free training access through LinkedIn Learning plus professional conference opportunitiesTuition assistanceExpansive employee discount program including athletic ticketsFree access to UT Austin's libraries and museums with staff ID cardFree rides on all UT Shuttle and Austin CapMetro buses with staff ID cardFor more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards

Must be authorized to work in the United States on a full-time basis for any employer without sponsorship.

Purpose

Perform advanced reporting, analysis, auditing, and reporting of financial data for Procurement and Payment Services in accordance with state, local, and university regulations, policies, and procedures. Manage and provide contract reports such as the Legislative Budget Board, Transparency Report, and Air Charter Report in compliance with reporting requirements for the UT System Board of Regents, Legislative Budget Board, the Texas Comptroller, and all applicable state and federal laws. Provide training and information to University personnel regarding processes, ensure data integrity, and create reports. Collaborate with internal and external contacts to solve problems effectively.

ResponsibilitiesConduct and manage  reports for various entities, ensuring compliance with all relevant regulations. Maintain transparency reports and LBB reporting per state requirements.Maintain the GPO database of valid contracts and expiration dates. Track GPO participation and campus training regarding GPOs. Track PPS rebates and verification of the amount per the contracts.Assist in the development of clear policies, train employees, implement strong internal controls, and leverage technology for process automation.  Assist with University credit card audits and record retention of audit findings.Foster interdepartmental collaboration for comprehensive compliance strategies. Promote university sustainability in procurement plans and guidance.Participate in change management strategies to align policies and compliance with department, University, and Texas requirements.  Review policy or procedure change requests to ensure alignment with University policies.  Maintain versioning of updated policies, procedures, and website content.Maintain metrics and KPIs crucial for tracking procurement compliance, performance efficiency, risk management, and cost-saving opportunities.  Maintain performance measures specific to procurement functions and track improvements. Issue and record survey responses related to procurement performance and vendor/contractor feedback.Manage system access via user roles and permissions across procure-to-pay systems (Jaggaer, Define, Procard). Ensure proper financial controls and separation of duties in procurement systems.Maintain records for staff professional development and procurement training requirements.  Schedule and maintain records for annual procurement-based client and vendor training.Other related functions as assigned.

Required QualificationsBachelor's degree.                                                                                             Two years administrative experience.Working knowledge of purchasing and contracting.Basic auditing skills.Advanced skills using Excel, Microsoft Word, Outlook-Advanced skills in Tableau or Power BI.Database experienceAbility to compile and simplify complex data from multiple sources.Strong analytical and problem-solving skills.Excellent communication, collaboration and organizational skills.   

                            
Certification within the first year of employment is required.  Any of the following shall be acceptable:

Certified Texas Contract Developer (CTCD)Certified Texas Contract Manager (CTCM)Certified Professional in Supply Management (CPSM)Certified Purchasing Manager (CPM)Certified Professional Public Buyer (CPPB)Certified Public Purchasing Officer (CPPO)

Preferred QualificationsState of Texas public procurement experience.Higher education procurement experience.Professional certification in procurement and/or contracting.

Salary Range

$58,200 - $64,974

Working Conditions

Standard office environment

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.

----

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) [PDF]E-Verify Poster (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.