Senior Administrative Associate

The University of Texas at Austin•Austin, UT

3d•Onsite

About The Position

The Senior Administrative Associate supports the Department of Psychology’s financial and sponsored-project operations, assisting the Business Services Manager with post-award administration, account monitoring, financial reporting, compliance review, and operational support. The role works independently on complex grant, financial, and business processes, providing support to faculty, staff, and campus partners while applying sound judgment to monitor accounts, interpret policies, resolve issues, and maintain operational continuity. The position coordinates sponsored-project account activities and supports grant budgets, reconciliations, expenditure monitoring, policy interpretation, and resolution of financial issues. It works with faculty, research staff, the Business Services Manager, the Office of Sponsored Projects (OSP), the Dean’s Office, and central administrative units to promote informed decision-making and effective, compliant award management. The role is based in person at the University of Texas at Austin’s main campus, with a flexible work shift between 7 a.m. and 6 p.m. The position is expected to continue and is scheduled for 40 hours per week.

Requirements

Bachelor’s degree and at least three years of clerical experience, including one year as an Administrative Associate/Assistant; alternatively, a high school diploma or GED and at least seven years of clerical experience, including one year as an Administrative Associate/Assistant.
Experience reviewing financial activity, reconciling accounts, preparing reports, managing multiple priorities, meeting deadlines, and working independently in a dynamic environment.
Ability to analyze financial and operational information, identify issues, interpret policy, and recommend practical solutions.
Strong attention to detail, accuracy, and follow-through in financial transactions and reporting.
Strong written, oral, and interpersonal communication skills, including the ability to explain complex financial or policy information clearly and professionally.
Ability to work independently with minimal supervision, manage competing priorities efficiently, and exercise sound judgment in complex or ambiguous situations.
Demonstrated competency in Microsoft Office Suite and Adobe Acrobat.
Punctuality and good attendance.
Working knowledge of UT policies and procedures and familiarity with University of Texas systems, including DEFINE, Workday, FRMS, UT Market, and UTRMS.
Relevant education and experience may be substituted as appropriate.
Must be eligible to work in the United States on a full-time basis for any employer without sponsorship.

Nice To Haves

Experience with sponsored-project administration, post-award financial management, grant or contract accounting, budget projections, account reconciliations, financial reporting, or research administration in a university setting.
Experience interpreting, explaining, and consistently applying complex policies and procedures across multiple financial and operational contexts.
Ability to work effectively under pressure while maintaining accuracy, professionalism, and sound judgment.
Experience supporting individuals from a wide range of backgrounds in a university environment.
Commitment to continuous learning, process improvement, and knowledge sharing.
Experience coordinating work processes without supervisory authority, such as maintaining documentation, supporting training efforts, testing controls, and contributing to operational improvements.

Responsibilities

Coordinate transactional, operational, and financial activities for sponsored-project accounts in compliance with university, sponsor, and departmental requirements.
Provide reporting and support for grant budgets, reconciliations, expenditure monitoring, policy interpretation, and timely resolution of grant-related financial issues.
Collaborate with faculty, research staff, the Business Services Manager, OSP, the Dean’s Office, and central administrative units on financial decision-making, compliance, and sponsored-project management.
Coordinate account setup requests, credit authorizations, no-cost extensions, subaward processing, budget revisions, cost transfers, financial corrections, and other post-award actions through OSP and university systems.
Review and support financial transactions for sponsored-project travel, reimbursements, purchasing, payroll, and other grant account activity to ensure accuracy, allowability, and compliance.
Maintain sponsored-project financial records, system entries, documentation, and closeout materials for timely award administration and audit readiness.
Track expiring awards, pending post-award actions, effort report activity, and required follow-up items.
Assist the Business Services Manager with quarterly sponsored-project financial reports, ad hoc analyses, financial projections, process coordination, and grant-related reporting.
Monitor sponsored-project accounts for overdrafts, effort-report concerns, expiring award deadlines, and budget reallocation needs.