Administrative Manager

Job Posting Title:

Administrative Manager

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Hiring Department:

Department of Women's Health

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

AUSTIN, TX

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Job Details:

General Notes

The Department of Women's Health at the Dell Medical School is looking for an Administrative Manager.

Purpose

Under the supervision of the Associate Director of Research, provides high-level administrative support to the Women’s Health faculty, fellows and residents conducting research and research staff.

Responsibilities

Manages purchasing/payments for research-related initiatives, projects and staff:

• Leads the purchase of Tango cards through the coordination of research team, Tango, Dell Med Finance and department’s payment processor.

• Identifies the most efficient and cost-effective way to purchase required item or service, selects appropriate payment methods, executes transactions, and tracks transactions.

• Works with vendors to generate quotes and invoices.

• Creates Purchase Orders.

• Processes payments.

• Processes reimbursements.

• Travels to vendors to purchase and pick-up participant incentives. 

Manages ProCard:

• Purchases items needed to support research projects and research study team

• Tracks delivery of purchases, saves receipts in Box folder and date stamps receipts using DocuSign.

• Submits initial summary reconciliation forms for participant incentives purchased using research ProCard, and then every 6 months after initial purchase, until fully disbursed.

• Regularly updates ProCard Log Excel file, used for monthly reconciliation.

• Supports monthly ProCard Reconciliation efforts, through organization of log, receipts, obtains IT and OOR approvals for purchase, and ensures alignment of supporting documentation with monthly credit card transactions.

​Provides admin supports of department’s research account management:

• Assists with oversight of effort allocation for PIs and research staff.

• Maintains log tracking 26-accounts in Smartsheet. 

• Maintains log tracking PI expenditures in Smartsheet. 

• Maintains log tracking study specific expenditures in Smartsheet. 

• Creates/submits cost transfers. 

• Creates and submits department’s research-related invoices, and maintains log tracking department’s research-related invoices in Smartsheet. 

• Maintains log tracking department’s fellows’ research expenditures in Smartsheet. 

• Maintains log tracking department’s residents’ research expenditures in Smartsheet. 

• Assists with the creation, submission and maintenance of department’s research contracts, like NDAs, MTAs, DUAs, service agreements and other contracts.

​Provides admin support for hiring and on-boarding research personnel:

• Reviews Workday for new applicants, downloads application/resume, uploads and organizes in Box.

• Assist with