Research Administrator

Job Posting Title:

Research Administrator

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Hiring Department:

Oden Institute

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

To Be Determined at Offer

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Earliest Start Date:

Ongoing

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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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.

Candidates will be considered for either the Research Administrator position or the Senior Research Administrator position based on their experience and qualifications. Candidates will need to upload a resume, letter of interest, and the names of three references to apply for this position. 

UT Austin offers a competitive benefits package that includes:  

• 100% employer-paid basic medical coverage 

• Retirement contributions  

• Paid vacation and sick time 

• Paid holidays 

Please visit our Human Resources (HR) website to learn more about the total benefits offered.

Purpose

This position provides comprehensive administrative support to Oden Institute faculty, research centers, and groups, overseeing all aspects of grant and contract administration from pre-award to post-award stages. This role involves making complex decisions, maintaining liaison with university offices and national agencies, managing budgets, assisting in report preparation, and addressing official inquiries as needed.

Responsibilities

• Pre-award and Post-award Administration: Provide support to develop, prepare, and submit research proposals through the Office of Sponsored Projects. 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. 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 as needed. Review all salary and tuition transactions for appointment auditing. Meet with PIs on demand for questions on salary compensation. Liaise with HR Partner on new hire questions and paperwork. Assist PIs with subrecipient monitoring and invoicing.

• Travel Coordination:  Process travel arrangements for students, postdocs, research staff, visitors, and faculty, while also facilitating reimbursements and assisting with immigration paperwork and housing logistics as needed.

• Event Coordination: Plan and coordinate all activities to successfully execute meetings, conferences, seminars, and workshops. 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.

• Procurement: Process purchase requests, returns, and reimbursements, ensuring the proper delivery and documentation of all acquired items, while also maintaining an accurate inventory of group equipment.

• Participate in professional development activities to remain current with relevant university, local, state and federal guidelines and regulations.

• Other related functions as assigned. 

Required Qualifications

Research Administrator: Clerical experience, including one year of experience at either the Administrative Assistant or the Administrative Associate level with a Bachelor's Degree

Senior Research Administrator: At least eight years