Research Development Administrative Assistant

Job Posting Title:

Research Development Administrative Assistant

----

Hiring Department:

Office of the Vice President for Research, Scholarship and Creative Endeavors

----

Position Open To:

All Applicants

----

Weekly Scheduled Hours:

40

----

FLSA Status:

Non-Exempt

----

Earliest Start Date:

Immediately

----

Position Duration:

Expected to Continue

----

Location:

AUSTIN, TX

----

Job Details:

General Notes

The mission of the Office of the Vice President for Research, Scholarship and Creative Endeavors (OVPR) is to foster the expansion of the scale, quality, and impact of scholarly endeavors at UT Austin. We are committed to building capacity, promoting interdisciplinary collaboration, and lowering the barriers and burden involved in scientific and creative inquiry through the development of an investigator-focused infrastructure that supports the needs of UT Austin's research enterprise.

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

As a member of the Office of the Vice President for Research, Scholarship and Creative Endeavors Research Development team, reporting to the Research Development Executive Assistant (EA), provides administrative support to the Research Development (RD) team.

Responsibilities

Research Development Reception

• Manages coverage of Research Development reception area, greets visitors with a friendly and professional demeanor, and ensures lobby appearance is clean and well maintained. 

• Ensures office supply inventories are stocked and organized; places administrative orders (office supplies, catering, refreshment vendor, water vendor and toner for copiers). 

• Executes routine housekeeping tasks, including kitchen clean-up, dusting furniture and equipment, occasional vacuuming, emptying bins, refilling paper in copiers, etc. 

• Acts as point of contact for Facilities on behalf of Research Development for any issues within the suite or building using a proactive mindset. 

• Processes e-ship global and reconciliation documents.

• Delivers, picks-up, and distributes internal mail and packages for the Research Development office. 

Communications & Engagements

• Manages Research Development conference room calendars and acts as point of contact for conference room technology; ensures meeting rooms are stocked, clean, and set. 

• Prepares and sets refreshments for meetings when requested. 

• Supports RD guests with parking and parking passes. 

• Assists Research Development Executive Assistant with planning and executing creative team building and team culture activities. 

• Prepares agendas for weekly Research Development operations team meetings. 

• Manages various Research Development email inboxes and forwards emails as appropriate ensuring excellent customer service. 

Administrative Support

• Assists Research Development Executive Assistant with the supervision of Student Associates by providing guidance, tracking tasks, and ensuring submission of weekly timesheets. 

• Acts as point of contact assisting Research Development team with laptop check-out process.

• Manages the Research Development inventory year-round and completes annual inventory process. 

• Maintains a current list of all Research Development owned equipment (computers and peripherals) and staff technology assignments.

Other Duties

• Assists with various Research Development projects and contributes to the overall success of the OVPR Research Development portfolio by performing other duties as assigned.

Required Qualifications

• High school diploma or GED.

• At least three years of experience with general office and clerical functions.

• Highly proficient technology skills in Microsoft Office Suite including Outlook, SharePoint, OneDrive, OneNote, Teams, Forms, Word, Excel, and PowerPoint.

• Dependable with active listening skills to provide a positive customer service experience.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Strong attention to detail.

• Excellent organizational and communication skills.

• Abili