Award Management Administrative Assistant

University of Texas at Austin•Austin, TX

1d•Onsite

About The Position

Provide administrative and operational support to Award Management by maintaining award records, supporting closeout activities, and ensuring accurate, timely support across IRIS, DEFINE, and internal tracking systems.

Requirements

HS/GED.
Three years of clerical experience.
Experience with basic office software such as Microsoft Office Suite.
Relevant education and experience may be substituted as appropriate.
Applicant must have a dynamic skill set, willing to work with new technologies, be highly organized and capable of planning and coordinating multiple tasks and managing their time.
The position will require attention to detail, effective problem-solving skills and excellent judgment.
Ability to work independently with sensitive and confidential information, maintain a professional demeanor, work as a team member without daily supervision and effectively communicate with all groups of clients.
Able to work under pressure and accept supervision.
Regular and punctual attendance.
US Citizen.
Selected applicant is subject to government security investigation and must meet eligibility requirements for access to classified information at level appropriate to project requirements of the position.

Nice To Haves

Associates Degree.
Experience working at UT or another state agency working with federal contracts.
Demonstrated experience working with UT’s DEFINE accounting screens or similar accounting software.
Experience with SearchExpress records retention software or similar.
Intermediate excel skills including managing pivot tables.
Experience working with ARL’s IRIS accounting records and forms or similar shadow system software.

Responsibilities

Maintain award activity logs, including awards, funding updates, extensions, and closeout status.
Update and track final payment status to ensure completeness and accuracy of award records.
Create and maintain physical and electronic award files, including proper organization of award documents, account actions, and closeout documentation.
Scan, index, and file documents to ensure records are complete, accessible, and audit-ready.
Support posting and processing of financial transactions in IRIS, including allocations, reallocations, and de-obligations.
Verify transactions are supported by appropriate documentation and align with DEFINE and internal records.
Assist in maintaining consistency between systems and identifying discrepancies requiring correction.
Support closeout activities across a portfolio of awards, including large-scale closeout initiatives.
Verify de-obligations have been completed in DEFINE and confirm that all closeout adjustments are reflected in both DEFINE and IRIS.
Track and escalate missing adjustments as needed.
Reactivate awards in IRIS when required to process adjustments, confirm appropriate financial and project statuses, post de-obligations, and return awards to final voucher status.
Assist in ensuring awards are fully cleared and compliant prior to closeout.
Work with Award Management staff to identify and clear outstanding encumbrances on closing awards.
Support resolution of discrepancies impacting financial accuracy and closeout readiness.
Maintain tracking tools to monitor outstanding items and ensure timely follow-up.
Monitor and manage the Award Management inbox.
Triage incoming requests, route items appropriately, and track open items to ensure timely resolution and follow-up.
Communicate with labs, Grants and Contracts office and internal stakeholders regarding expired and expiring awards, including extensions and closeout requirements.
Notify labs of required actions and deadlines related to closeout activities.
Maintain clear and documented communication to support tracking and audit requirements.