Temporary Administrative Assistant - Office of Research Support and Compliance - (UTEMPS)

Job Posting Title:

Temporary Administrative Assistant - Office of Research Support and Compliance - (UTEMPS)

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Hiring Department:

UTemp Pool

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Non-Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue Until Aug 12, 2024

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

Only competitive applicants selected will be contacted and provided with instructions on the continued application process. This temporary assignment may be filled at any time.  Please no phone calls or emails. This temporary assignment has a projected end date of August 12, 2024 and may transition to regular status.

Purpose

 To provide administrative support to the Associate Vice President for Research at the Office of Research Support and Compliance (ORSC), staff, and customers.

Responsibilities

• Manages the Associate Vice President for Research's (AVPR) calendar and schedules meetings as requested. Schedules and plans, in conjunction with office staff, all-office meetings and events. Arranges logistics for in-person and virtual meetings including room reservations, catering, room and AV setup, and manages virtual breakout rooms. Supports virtual office hours by monitoring attendees and moving them into meeting rooms. Submits travel requests and reimbursements with all requirement documentation in a timely manner. Manages all travel arrangements for the AVPR and staff, including conference and professional development registrations. Responsible for submitting payment vouchers and reconciling the ORSC Procard prior to the deadlines. Submits payments for unaffiliated committee members in a timely manner and requests system access.

• Monitors and purchases office supplies. Conducts annual equipment inventory. Responsible for coordinating equipment shipments to and from remote staff. Processes e-ship Global documents. Monitors incoming and outgoing mail, the main ORSC and IRB phone lines, and the general email inbox. Maintains SOPs for office operations, including staff travel, equipment management, hoteling space, and purchase requests. Manages email and compliance system access requests. Assists with CITI training account problems. Monitors IRB files bi-annually and processes requests for record destruction according to university policy.

Required Qualifications

Bachelor's Degree with one year of administrative experience OR a High School Diploma and three years of administrative experience. Strong organizational and communication (verbal and written) skills. Demonstrated ability to successfully work independently and collaborate with a team. Proficient in Microsoft Office.

Preferred Qualifications

Bachelor's degree and over one year of administrative experience. Familiarity with the University's financial policies and procedures. Experience using Workday, DEFINE, and FMRS.

Hourly Rate

$20.20

Working Conditions

• Attire: Business Casual

• Nice shirt and jeans is appropriate or business casual.

Work Shift

• Hours per week - 40

• The work hours are from 8 to 5

Required Materials

• Resume/CV

• 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.

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Empl