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UT MAIN CAMPUS
Provide executive-level support to a large research center within the Oden Institute by overseeing and managing all administrative operations of the center. Responsible for a variety of complex decisions and administrative services. Manages grants and contracts (pre-award and post-award) and provides assistance in negotiation, administration and termination of contracts and grants. Maintains contact and liaises with other University offices and with administrative officers of national agencies in connection with grant and research activities. Prepares, monitors and maintains control of expenditures within budgets. Assists in report preparation and in responding to official inquiries. Performs related duties as required.
Job Details:General Notes
The Oden Institute is an organized research unit that fosters interdisciplinary programs in computational sciences and engineering, computational medicine, computational geosciences, mathematical modeling, applied mathematics, data science, software engineering, and computational visualization.
- Pre-award and post-award administration: Provide support to develop, prepare, and submit research proposals through the Office of Sponsored Projects using Fastlane, Research.gov, Cayuse, Grants.gov, etc. Administration of research grants and contracts. Maintain current and pending support documents for faculty. Act as liaison between the research center and University departments as well as outside entities on various matters pertaining to proposal preparation and submission and post-award administration. Communicate proposal and effort commitment information to Co-PIs’ administrative staff. Monitor expenditures on contracts and grants, and assist with preparation of contract/grant reports. Work with administration teams at subaward institutions. Update costing allocations as needed. Review and approve time sheets of research staff. Maintain and reconcile awarded grants and contracts. Reconcile other accounts monthly. Provide faculty with a monthly statement of accounts.
- Travel: Arrange travel and process reimbursements for students, postdocs, research staff, visitors, and faculty. Assist with immigration paperwork and facilitate housing for visiting faculty, researchers, and students as necessary.
- Event Coordination: Plan and coordinate all activities to successfully execute meetings, conferences, seminars, and workshops, etc. Manage all aspects of seminars and meeting schedules for visitors. Execute the required business contracts with the Contracts Office and set up payment systems with UT Compliance. Provide all logistical and administrative support for these events, including but not limited to submitting purchase requests, etc.
- Procurement: Process purchase requests, purchase returns, and purchase reimbursements. Oversee the proper delivery and documentation of all purchased items. Maintain group equipment inventory.
- HR and Other: Work with HR Coordinator on the following human resources matters including but not limited to: job assignments and funding for research staff, postdoctoral fellows, and graduate students, including leaves of absence. Process tuition, and scholarship and fellowship payments. Manage graduate students in keeping up with registration deadlines and insurance status. Other related functions as assigned.
- General administration: Compose correspondence, maintain designated faculty member’s calendar. Monitor faculty and staff compliance with Financial Conflict of Interest and Conflict of Commitment policies. Upkeep of faculty vitas and faculty departmental annual report. Process annual endowment report for assigned faculty
Bachelor's Degree. At least eight years of experience in a job at or above the Administrative Associate level or at least two years of experience in a job at the Executive Assistant level or equivalent. Strong command of the English language, both written and oral. Excellent communication skills. Experience with preparing budgets and providing budget analysis and reports. Proficient in use of Microsoft Word and Excel. Strong problem-solving skills and organizational skills. Ability to work independently and with team members. Demonstrated ability to establish and maintain working relations with diverse groups in a collegial and effective manner. Candidate must be able to work in a high-volume office with multiple deadlines.
Relevant education and experience may be substituted as appropriate.
Three or more years of related administrative management experience. Bachelor’s degree and five years of experience with research proposal preparation and submission to Sponsored Projects and federal agencies including ARPA-E, DARPA, ONR, DOD, DOE, ARMY, NAVY, NSF, NASA, NOAA; extensive knowledge of pre-award and post-award administration; demonstrated knowledge of federal, state, and university-sponsored project guidelines and regulations. Experience with UT accounting policies and procedures for sponsored projects, prior experience working in a university environment. Proficient in the use of UT DEFINE, Point Plus System, FRMS. Professional demeanor, punctuality, and good attendance are important. Ability to work under pressure while maintaining a high level of accuracy and attention to detail. Ability to work without close supervision and demonstrated ability to make decisions. Certified Research Administrator.
$62,000+ depending on qualifications
- This position may qualify for a Flexible Work Arrangement
- May work around standard office conditions
- Repetitive use of a keyboard at a workstation
- Letter of Interest
- List of 3 work references with their contact information; at least one reference should be from a supervisor
Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes.
Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.
Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.
Retirement Plan Eligibility:
The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.
A criminal history background check will be required for finalist(s) under consideration for this position.
Equal Opportunity Employer:
The University of Texas at Austin, as an equal opportunity/affirmative action employer , complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.
The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.
Employment Eligibility Verification:
If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.
The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:
- E-Verify Poster (English) [PDF]
- E-Verify Poster (Spanish) [PDF]
- Right To Work Poster (English) [PDF]
- Right To Work Poster (Spanish) [PDF]
Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031 .
The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the 2021 report here or obtain a copy at University Compliance Services, 1616 Guadalupe, Suite UTA 2.206, Austin, TX 78701.