Research Development Administrative Associate, Office of the Vice President for Research

University of Texas at Austin•Austin, TX

2d•$48,000•Onsite

About The Position

As a member of the Office of the Vice President for Research (OVPR) Research Development team, this position provides administrative support to the team and reports to the Research Development Executive Assistant. The role supports reception and office operations, administrative coordination, communications and engagement, and financial administration. The position is based in Austin, Texas, and works under standard office conditions.

Requirements

High school diploma or GED and five years of administrative experience; relevant education and experience may be substituted as appropriate.
Demonstrated proficiency with Zoom and Microsoft Office tools, including Excel, PowerPoint, Word, Outlook, and Teams.
Strong attention to detail and commitment to organization and logistics management.
Effective oral, written, and interpersonal communication skills, with a respectful approach.
Dependability and active listening skills to provide a positive customer service experience.
Punctuality.
Ability to learn quickly.

Nice To Haves

Experience with advanced administrative functions.
At least one year of experience in higher education.
Ability to take initiative and seek solutions within role boundaries, using independent judgment appropriately and collaborating in decision-making when needed.
Working knowledge of UT policies, procedures, and systems, with strong problem-solving and execution abilities.
Willingness to learn additional technologies as needed.
Experience with Microsoft SharePoint.
Prior project management experience.
Prior supervisory experience.

Responsibilities

Manage coverage of the Research Development reception area and greet visitors professionally.
Maintain office supply inventories and the general condition of the office; place orders for supplies, catering, refreshments, water, and copier toner.
Perform routine housekeeping tasks, including kitchen cleanup, dusting, occasional vacuuming, emptying bins, and refilling copier paper.
Serve as the Research Development point of contact for Facilities issues within the suite or building.
Deliver, pick up, and distribute internal mail and packages for the Research Development office.
Manage and hire Research Development Student Associates; supervise their schedules and tasks and oversee timesheet submission.
Provide backup scheduling and calendar support to the Deputy Vice President for Research.
Manage the Research Development inventory throughout the year and complete the annual inventory process.
Maintain a current list of Research Development-owned equipment and staff technology assignments.
Assist the Research Development Executive Assistant with organizing the monthly Research Development All Portfolio meeting.
Manage Research Development conference room calendars and serve as the point of contact for conference room technology.
Prepare and serve refreshments for meetings when requested; support guests with parking and parking passes.
Assist with planning and executing team-building and team-culture activities.
Manage Research Development email inboxes and forward messages appropriately, providing excellent customer service.
Collect content, prepare, and distribute the monthly Research Development newsletter.
Provide backup support for internal Research Development team meetings, including preparing agendas, adding operational updates, taking notes, and distributing action-item recaps.
Manage monthly ProCard reconciliation, including collecting and reviewing receipts, resolving discrepancies, and ensuring transactions are documented and reconciled.
Process eShip Global vouchers.
Assist with Research Development projects and perform other duties as assigned to support the OVPR Research Development portfolio.