Senior Administrative Associate for Research, Texas Materials Institute

University of Texas at Austin

5d • Onsite

About The Position

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.

Requirements

• 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.

Nice To Haves

• 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.

Responsibilities

• 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.
• 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.
• 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.
• 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.
• 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.
• 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.

Benefits

• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Senior