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

The University of Texas at Austin•Austin, TX

1d•Onsite

About The Position

The Research Development Administrative Associate provides administrative support to the Office of the Vice President for Research’s Research Development team. The position reports to the Research Development Executive Assistant and supports the team’s operations, facilities, communications, meetings, student employees, and financial administration. The role manages reception and office upkeep, orders supplies and refreshments, coordinates with Facilities, handles internal mail and packages, maintains inventory and technology assignment records, and supports Deputy VPR calendar scheduling. It also coordinates conference-room calendars and technology, assists with meetings and team activities, manages shared email inboxes, produces the monthly Research Development newsletter, and provides meeting support. Financial duties include monthly ProCard reconciliation and processing eShip Global vouchers. The position may also assist with other Research Development projects and duties as assigned. The position is based in Austin, Texas, with standard office conditions. It is scheduled for 40 hours per week and is expected to continue. The salary starts at $48,000, depending on qualifications.

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.
Impeccable attention to detail and ability to stay organized and manage logistics.
Effective communication and excellent, respectful oral, written, and interpersonal skills.
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 the boundaries of the role, using independent judgment appropriately and collaborating in decision-making when needed.
Working knowledge of UT policies, procedures, and systems.
Strong problem-solving and execution skills.
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 supplies and the general condition of the office; place administrative orders for supplies, catering, refreshments, water, and copier toner.
Perform routine housekeeping, including kitchen clean-up, 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.
Manage hiring of Research Development Student Associates and supervise their schedules, tasks, and timesheet submissions.
Provide backup scheduling and calendar support to the Deputy VPR.
Manage year-round Research Development inventory and complete the annual inventory process.
Maintain current records of Research Development-owned computers and peripherals and staff technology assignments.
Assist the Research Development Executive Assistant with organizing the monthly RD - 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 as appropriate while providing customer service.
Collect content, prepare, and distribute the monthly Research Development Newsletter.
Back up the Research Development Executive Assistant in supporting internal team meetings by preparing agendas, adding operational updates, taking notes, and sending 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.