Job Posting Title:

Senior Administrative Associate for Research, Texas Materials Institute

----

Hiring Department:

Texas Materials Institute

----

Position Open To:

All Applicants

----

Weekly Scheduled Hours:

40

----

FLSA Status:

Non-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.

At UT Austin, we say “What starts here changes the world.”  As a member of the university community, you will be part of an organization that is internationally recognized for our academic programs and research. Your work will have meaning and make a difference not only in the lives of our faculty, staff, and students, but also those who are impacted by our first class academic and research programs.

UT Austin 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 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

Purpose

The Texas Materials Institute (TMI) seeks a highly organized and detail-oriented Senior Administrative Associate for Research to provide comprehensive research administration, financial, and business operations support for sponsored research activities.

This position supports faculty and research teams throughout the sponsored-project lifecycle, including proposal submission, award administration, financial monitoring and reporting, personnel and tuition planning, procurement, purchasing and payment processing, ProCard administration, travel management, compliance, and project closeout.

The Senior Administrative Associate for Research works collaboratively with principal investigators, research personnel, departmental administrators, the Office of Sponsored Projects, and other University offices to ensure research projects and related business activities are administered accurately, efficiently, and in accordance with University policies, sponsor requirements, and applicable regulations.

Responsibilities

Grant Proposal and Sponsored Research Administration

• Work closely with TMI core faculty members to coordinate and support sponsored research proposal submissions. Assist with proposal preparation, administrative documentation, budgets and supporting materials; coordinate institutional routing and approvals; and communicate with faculty, departmental administrators, central research administration offices (OSP or DTI), sponsors, and collaborating institutions as necessary. Support grant extensions, amendments, grant agreements, and other award-related administrative actions while ensuring required documentation and deadlines are met.

Grant Lifecycle and Financial Management

• Provide ongoing administrative management of sponsored research awards throughout the grant lifecycle. Monitor award periods, account activity, balances, expenditures, funding availability, and administrative deadlines. Identify account-management issues and work with faculty and OSP / DTI to facilitate timely resolution. Assist faculty with grant extensions, funding changes, account transitions, and award closeout activities.

Faculty Grant Financial Reporting and Analysis

• Prepare and distribute monthly grant financial reports for TMI core faculty members via emails and Box folders. Review grant balances, expenditures, commitments, personnel (GRA/Postdoc/URA) and tuition costs, project periods, and other relevant financial information. Provide faculty with clear and timely information regarding the financial status of their research accounts and assist with follow-up actions or corrections when discrepancies or funding concerns are identified.

Purchasing, Vendor Payments, Reimbursements, and Tuition

• Provide purchasing and payment support for TMI core faculty research groups. Process and coordinate purchase requests, vendor payments, invoices, reimbursements, and related documentation in accordance with university policies and funding requirements. Communicate with faculty, research personnel, vendors, procurement staff, and accounting offices to resolve purchasing and payment issues. Process GRA Tuition TRB at the beginning of each semester.

ProCard Administration

• Manage ProCard transactions and supporting documentation for assigned research groups, including transaction review, receipt collection, reconciliation, and follow-up. Maintain organized administrative and financial records and provide additional research administration and operational support as needed to ensure timely and effective service to TMI faculty and research programs.

Travel Administration and other related duties as assigned

• Coordinate research-related travel for TMI core faculty members and research-group personnel. Process travel authorizations, reservations, reimbursements, and supporting documentation; review requests for compliance with university and applicable funding requirements; and assist travelers with resolving travel-related administrative issues.

   

Required Qualifications

• Bachelor’s degree with at least three years of experience in administrative support, business operations, financial administration, research administration, accounting, or a related area.
• High School Diploma or GED with at least seven years of experience
• Experience performing complex administrative and financial functions, including budget monitoring, financial transactions, purchasing, payments, reimbursements, or account reconciliation.
• Demonstrated ability to manage multiple priorities, deadlines, and detailed administrative processes with a high level of accuracy.
• Strong organizational, analytical, problem-solving, and follow-through skills.
• Effective written and verbal communication skills and the ability to interact professionally with faculty, staff, students, vendors, and University offices.
• Ability to interpret and apply policies, procedures, guidelines, and financial information.
• Proficiency with Microsoft Office applications, particularly Excel, Outlook, and Word.
• Ability to work independently, exercise sound judgment, take initiative, and appropriately prioritize competing responsibilities.
• Ability to work collaboratively with others and provide dependable administrative support in a fast-paced research environment.
• Ability to maintain confidentiality and appropriately handle sensitive personnel, financial, and research information.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• More than three (3) years if experience supporting research administration.
• Experience and familiarity with sub-award management, including coordination with external institutions and compliance monitoring.
• Experience with Federal, State, Local and University sponsored project guidelines and regulations.
• Experience with electronic proposal submission, sponsored-project management (UTRMS), procurement, travel, or financial reporting systems.
• Advanced proficiency in Microsoft Excel, including formulas, reconciliation, financial tracking, and data analysis.
• Demonstrated ability to identify administrative or financial discrepancies, research issues, and coordinate appropriate resolution.
• Experience at The University of Texas at Austin or another large research university.
• Certified Research Administrator (CRA) certification or other relevant research administration training or certification.

Salary Range

$ 55,000 + depending on qualifications

Working Conditions

• Work is performed in a standard office environment.
• Repetitive use of keyboard at workstation.

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
• 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 to 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.