Temporary Senior Administrative Assistant, School of Information

University of Texas at Austin

5d•$55,000•Onsite

About The Position

This is a temporary, fixed term position ending on 8/31/2026. The School of Information (iSchool) is a premier research and education program for the 21st century field of information. We are changing the future by engaging the present and preserving the past. Research and teaching at the iSchool changes the ways that we interact with information and technology, changes how information can make the world a better and fairer place, and changes the ways we protect and preserve our collective memory. The iSchool strives to create and promote an environment that values kindness and mutual respect and a culture that provides a deep sense of belonging for each member of our community. The University of Texas at Austin, recognized by Forbes as one of America's Best Large Employers, provides outstanding employee benefits and total rewards packages that include: 100% employer-paid basic medical coverage Retirement contributions Paid sick time Paid holidays Other services and perks Purpose Provide advanced administrative, operational, and pre-award research support to the School of Information, including coordination of grant proposals, faculty support, procurement, and business services. The Senior Administrative Associate fosters a welcoming, service-oriented, and professional working environment while ensuring accuracy, timeliness, and compliance across administrative workflows.

Requirements

High school diploma or GED and seven years of administrative experience; or a bachelor’s degree and three years of administrative experience.
Proficiency with Microsoft 365 (Outlook, Word, Excel, Teams).
Excellent attention to detail; strong organization and time management; ability to handle multiple priorities and deadlines.
Strong written and verbal communication skills; ability to exercise discretion with confidential information.
Relevant education and experience may be substituted as appropriate.

Nice To Haves

Experience supporting pre-award proposal development in a university or research environment.
Knowledge of federal, state, foundation, and industry sponsor requirements.
Experience with UT Austin systems such as Workday, DEFINE, FRMS, RMS, and UT Direct tools.
Experience in business services functions (purchasing, reimbursements, travel, HR transactions).
Experience supporting faculty in higher education and working across units.

Responsibilities

Coordinate grant proposal timelines and deliverables; interpret sponsor guidelines and internal procedures.
Maintain organized digital files for proposals, internal approvals, and sponsor communications.
Prepare and route internal compliance documents; liaise with the Office of Sponsored Projects for on-time submissions.
Assist with budgets, forms, biosketches, current & pending, and other sponsor-required components.
Serve as a primary pre-award support contact for faculty.
Support purchasing, procurement, and vendor relations in accordance with university guidelines.
Process payments, reimbursements, ProCard reconciliations, and travel documentation.
Track financial transactions and documentation for audit readiness; maintain accurate records.
Support general office operations.
Contribute to process improvements, special projects, and cross-unit administrative initiatives.