Senior Program Specialist - UT Works

Job Posting Title:

Senior Program Specialist - UT Works

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Hiring Department:

Utilities and Energy Management

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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

Who We Are

We are “the power behind UT”.

Utilities and Energy Management (UEM) provides reliable and cost-effective electricity, chilled water, steam, deionized water, compressed air, emergency power, and elevator services for The University of Texas at Austin. We have more than 170 employees in five divisions: Utilities Operations; Utilities Distribution; Power Systems, Controls, and Operating Technology; Finance and Administrative Services; and Engineering and Technical Services.

Who We Are Looking For

We are seeking candidates who share the following core values:

Safety: Commitment to the well-being of our fellow employees, ourselves, and the campus community.

Respect: Treating everyone with fairness and dignity.

Integrity: Transparency, honesty, trust and ethics in our work and our relationships.

Reliability: Delivery of consistent, dependable, and uninterrupted services.

Teamwork: Working together through cooperation, contribution, and the sharing of our knowledge.

Excellence: Setting the highest standards through innovation, collaboration, forward-thinking, and stewardship.

As a member of our team, you will be part of a globally recognized district energy system that serves a top-tier research university. We strive to provide a positive workplace culture that welcomes ideas, talent and perspectives – and we look forward to hearing from you!

Learn more about Utilities and Energy Management.

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 Campus Operations staff, thereby enhancing the student experience. If you’re the type of person that wants to know your work has earning 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 options
• Generous paid vacation, sick time, and holidays
• Teachers Retirement System of Texas, a defined benefit retirement plan, with 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
• For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards

Responsible for advanced program administration and coordination. Responsible for all phases of program activities, including development, implementation, and assessment of a program or programs. Develops and implements standards for attainment of program goals and objectives. Maintains frequent interaction with University departments, special groups and external agencies in administering the program. Recommends new policies and procedures for improvement of program activities. Coordinates staff training and development related to the academic program. Oversees financial management of all program activities. Determines work priorities. May hire, train supervise a team of direct reports or act as an individual contributor. May attend professional development seminars.

Purpose

The Senior Program Specialist plays a key role in the management of UT Works, an Integrated Work Management System (IWMS) / Computerized Maintenance Management System (CMMS), to support the efficient and effective operation of UEM's asset and preventative maintenance management processes. This role involves working closely with UEM stakeholders to ensure the smooth operation and ongoing improvement of UT Works. The Senior Program Specialist will assist with reporting, data analysis, project initiation, training, recommending improvements, and assisting users with troubleshooting. The Senior Program Specialist will also assist with other UEM technical programs and initiatives as needed.

Job Description

• UT Works Program Support: Oversee and support the day-to-day usage of UT Works, ensuring functionality aligns with organizational goals and requirements. Collaborate with UEM divisions to optimize workflows, implement best practices for UT Works, and monitor system performance through data analytics.
• Reporting: Develop and maintain reports as needed to enhance work efforts for all UEM divisions. Reports may include but are not limited to asset historical information, project information, and cost analysis. Review and validate report data for accuracy. Ensure transparency and accountability by tracking and reporting work order metrics. Collaborate with UEM stakeholders on report development and revisions.
• UT Works Asset and PM Management: Support the UEM divisions with asset data management, asset tags, preventive maintenance development, and other asset/PM documentation. Develop and maintain UEM-specific asset management preventative maintenance standards for UT Works.
• UT Works Training: Provide training coordination and support (UT Learn, coordinating training room and with UT Works trainers). Collaborate with UEM units to ensure relevant training topics are taught and to ensure new hire training is provided when needed. Ensure engagement and consultation with UEM stakeholders to ensure the training program aligns with employee job functions.
• UT Works O&M and CPPM Projects: Support project initiation in CPPM. Develop and maintain UEM-specific O&M and CPPM standards for UT Works. Collaborate with UEM stakeholders on project standards development and revisions.
• UT Works Hardware: Manage UT Works devices such as iPads and asset tag printers, including software updates and general maintenance (e.g. ensure the asset tag printer is maintained for proper printing). Track asset tag inventory and order asset tags as needed.
• Technical Program Support: Support existing and new technical programs in the development of new initiatives that support UEM’s strategic priorities. Leverage technology and best practices to improve program efficiency, effectiveness, and stakeholder satisfaction. Coordinate meetings and provide note-taking and documentation support. 
• Perform other related functions as assigned. Attend staff meetings, safety training or meetings. Adheres to Utilities and University policies and procedures.

Required Qualifications

• Bachelor's degree and 3 years of experience coordinating or administering a program, or 3 years experience providing support to technical programs.
• Proficient in Microsoft Office.
• Ability to work collaboratively in a team environment as well as initiate and follow through on independent work.
• Excellent time management and prioritization skills as well as the capability to work in a fast paced environment.
• Strong communication and facilitation skills with the ability to engage diverse audiences.
• Proficient analytical skills.
• Experience working with a variety of internal and external partners.
• Working knowledge of project management principles.

Preferred Qualifications

• Bachelor's degree in Business Administration, Education, Computer Science, or related field.
• Three years of experience as a Project Specialist, Project Administrator, or Deputy Project Manager coordinating or administering a program.
• Knowledge of IWMS/CMMS technology.
• IWMS/CMMS training experience. Change management experience.
• Professional certifications such as PMP or CSM.

Driving Required

This job requires a class "C" operator's driver's license. The applicant selected must provide a current three year driving record from the current state of residence. If not currently a Texas resident, a Texas driver's license must be obtained within 30 days of becoming a Texas resident.

Salary Range

$62,000

Working Conditions

• Uniforms and/or personal protection equipment (furnished)
• May work in all weather conditions
• May work in extreme temperatures
• May work around chemical fumes
• May work around standard office conditions
• May work around biohazards
• May work around chemicals
• May work around electrical and mechanical hazards

Environmental Demands:

• May work around standard office conditions
• Personal Protection Equipment usage is mandatory in all operating spaces that include hearing and eye protection, gloves, suitable attire and breathing devices may be required under certain conditions.
• Exposure to heat, chemicals, heated surfaces and asbestos.
• Exposure to electrical and explosive hazards.
• Exposure to computer emissions.
• Exposure to biohazards.
• Exposure to extreme temperatures.

Physical Tasks:

• Use of a keyboard and personal computer
• Fine manual dexterity
• May be required to perform elevated work.
• Occasional work from ladders and/or scaffolds.
• May be required to lift up to 50lbs.
• Often required to twist, grasp, push, pull and bend.

Additional Working Conditions:

• May be required to work in confined spaces, manholes, tunnels, elevated work, extended shifts including nights, weekends, and holidays.
• May be exposed to loud noise, high dust and allergen levels.
• Drive University vehicles.
• Maintain acceptable driver rating as established in Policy: UTS157 Section 2.5.4.

Work Shift

• Work location: Onsite
• 40 hours hours per week; Monday to Friday, with the specific schedule to be discussed with the supervisor.

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. May be required to work in confined and elevated spaces. Shifts may be extended- including nights, holidays, and weekends.

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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 and 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.