Senior Administrative Associate

University of Texas at Austin

7d • $50,000 • Hybrid

About The Position

To provide administrative support for faculty, research staff, and students in the day-to-day operations of IC² Institute exercising a high degree of initiative and judgment. Responsible, with little supervisory direction, for many complex office decisions, and for supplying financial and other factual information from a variety of sources. Ensure consistent application of all departmental, University, and UT systems policies and procedures.

Requirements

• Bachelor’s degree plus three years of administrative experience.
• Proficiency in Excel, FRMS, UT Forms, Box, DocuSign and DEFINE.
• Accuracy in all phases of work.
• Attention to detail, ability to multi-task and organize priorities.
• Ability to work successfully in a deadline-driven environment.
• Ability work as part of a team and independently and meet deadlines with limited supervision.
• Previous experience helping organize research or scholarly conferences
• Experience working with sponsored projects and UTRMS
• Knowledge of the University’s procurement, payment, and audit processes.
• Excellent written and interpersonal communication skills.
• Ability to maintain a professional demeanor in all business interactions.
• Knowledge of university structure, policies, rules, and procedures.
• Familiarity with UT Austin central administrative offices including Office of Sponsored Projects, Business Contracts, Accounts Payable, Travel, etc.
• Relevant education and experience may be substituted as appropriate.

Nice To Haves

• More than the required amount of education and/or experience.
• Experience working with Workday.
• Knowledge of university structure, policies, rules, and procedures.
• Familiarity with UT Austin central administrative offices including Office of Sponsored Projects, Accounts Payable, Travel, etc.

Responsibilities

• PROCUREMENT, AUTHORIZATIONS, AND PAYMENTS: Process procurement, authorizations, and payments. Serve as the Department’s procard holder responsible for making departmental purchases, collecting receipts, and supporting documentation. Draft prior approval purchasing paperwork including Purchase Orders (Official Occasion Expense Forms, Purchase Orders, Contracts with vendors, etc). Responsible for creating payment vouchers (VP1, VP2, VP7, VP9, and VPE documents) to pay vendors or reimburse UT employees for business expenses. Work with vendors to complete GGVs and PIFs, resolving invoicing concerns and process payments. Process and reconcile Cash Advance Requests and Tango Cards for travel and research. Track expenses and keep organized records. Monitor payments to ensure check is issued and vendor is paid. Track and clear encumbrances.
• PRE-AWARD AND POST-AWARD CONTRACT ADMINISTRATION: Provide support to develop, prepare, and submit business contracts using Contracts+ platform and research proposals using UTRMS platform. Develop and maintain reports for tracking grant accounts and project budgets utilizing advanced skills in Excel and full understanding of data meaning and validity. When necessary, utilize DEFINE coding to generate unique views of data. Check information against downloaded report from university accounting system. Submit invoices and receive/deposit funds for business contracts. Act as liaison between IC2 and University departments as well as outside entities on various matters pertaining to proposal preparation and submission and post-award administration. Work with award negotiators to coordinate the facilitation of funded proposals or contracts to ensure execution, proper post-award paperwork submission and account set-up. Coordinate subawards and additional contractual agreements under the award. Aid with all award maintenance needs that arise throughout a project. Monitor expenditures on contracts and grants and assist with preparation of contract/grant reports. Maintain and reconcile spending plans for awarded grants and contracts. Coordinate with the PI and appropriate HR Partner for appointment planning across all account types. Prepare appointment and costing allocation information semesterly or as needed. Review all salary and tuition transactions for semesterly appointment auditing. Meet with PIs on demand for questions on salary compensation. Assist PIs with subrecipient monitoring and invoicing.
• TRAVEL COORDINATION: Serve as the Department’s main contact for staff, students, research staff, faculty, and visitors travel (both domestic and international travel). Responsible for securing hotel accommodations for official visitors, creating prior approval travel paperwork for visitors, assisting staff with their Non Employee and Employee Travel Authorization Requests, answering questions regarding University and Department rale policies. Create VE5, VE6, and VP5 travel documents. Ensure that accurate, timely, and appropriate receipts and supporting documentation are submitted to the Office of Accounting for reimbursement.
• GENERAL OFFICE SUPPORT: Cover reception area, greet visitors, answer main office phone line and main e-mail box, collect and distribute mail and shipping packages, order office supplies, organize and maintain inventory of office and hospitality supplies. Assist with Building/Facilities tasks: walk the building on a weekly basis to check for leaks, broken lights, heating/air conditioning issues, or anything that needs attention. Submit work orders or call Facilities as needed. Manage relevant departmental staff logistics (phones, IT, office set up, badge-in access using BACS Genetec system.
• EVENT COORDINATION: Assist Executive Director and IC² Institute staff with calendaring and logistics related to events, travel, and meetings. Maintain calendaring system for all conference rooms. Schedule internal and external meetings. Help plan and organize research related events/conferences. Support planning process including joining internal planning meetings. Work with meeting organizer to track event budget and expenses. Assist with coordination of official occasions, meetings, and conferences including administrative and logistical support of events such as hotel agreements, reservations, and reimbursement requests of attendees. Attend events and help direct logistics. Assist with coordination of monthly staff meeting (schedule, compile agenda items, and lead).

Benefits

• health insurance (premiums covered 100% for full-time benefits-eligible employees), retirement plans, and paid leave, in addition to other programs and services.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Number of Employees: 251-500 employees