Administrative Associate

Job Posting Title:

Administrative Associate

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Hiring Department:

School of Nursing

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

30

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FLSA Status:

Non-Exempt

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Earliest Start Date:

Feb 14, 2025

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Position Duration:

Expected to Continue Until Feb 14, 2026

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

This position is a benefits-eligible, fixed-term position, with an end date of 1 year from the date of hire.

Purpose

Provide direct customer service to 30+ researchers and research staff in the Cain Center for funded awards’ account management. Will monitor administrative and budget related compliance issues and ensure timely resolution. Communication with university departments and sponsoring entities to administer all financial aspects of awards. On-going communication with researchers/research staff of accounting policies, procedures, and award balances. Finalists will be asked to complete a written assessment.

Responsibilities

• Engage with university departments and offices as appropriate to include interfacing with representatives from the Office of Accounting, Purchasing, Sponsored Projects, Human Resource Service Center, Vice-President for Business Affairs, and Vice President for Research to manage complex both pre- and post-award issues.

• Monitor account balances to ensure that account is in good standing. Promptly address deficits by performing budget transfers or costing allocation updates as needed. Provide recommendations to faculty to ensure that funds are being allocated timely in accordance with sponsor’s guidelines. 

• Prepare budget projections and distribute financial reports to Principal Investigators on a monthly basis.  Providing assistance/training interpreting Statement of Accounts.

• Oversee staff appointments and ensure that funding commitments are appropriately applied and managed at the department level.

• Assist researchers with technical and financial reporting requirements to aid in the submission of the sponsor’s annual review process.

• Assist faculty with preparation of service agreements/business contracts and/or facilitate subawards agreements through the Office of Sponsored Projects (OSP).

• Advise School management regarding University and sponsor research policies.

• Utilize internal and/or external systems associated with management of fiscal accounts to include *DEFINE, Cognos, Workday as well as electronic proposal and subcontract submissions (i.e., Research Management System (RMS), eRA Commons, FastLane, ORCID, NIH Commons, Cayuse, SciENcv, etc.).  May provide technical assistance to faculty to address troubleshooting access issues with systems as needed.

• Participate in internal professional development to remain current with UT, local, state and federal guidelines, regulations, and electronic submission requirements.

• Other duties as assigned.

Required Qualifications

High school diploma or GED.  Three years of experience at the Senior Office Assistance level or similar experience providing customer service or quality management. High level of proficiency in computer spreadsheet and word processing applications. Effective written and oral communication skills.  Ability to exercise sound decision making and problem-solving skills. Extensive experience with the use of MS Word and MS Excel software. Experience with creating and maintaining spreadsheets. Ability to maintain accuracy and pay close attention to details.

​Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor's degree. More than three years of the above experience (to include post-award management). Experience using *DEFINE and Workday and functioning as a Cost Center Manager. Excellent oral and written communication skills. Ability to work independently with limited supervision. Ability to work in a team environment. Prior experience reviewing and interpret terms and conditions for contracts. Prior experience working in an institution of higher education. Ability to work under pressure, while maintaining a high level of accuracy and attention to detail.  Ability to take initiative, be self-directed in performing routine functions and meet deadline.  Prior experience developing budgets, monitoring accounts and preparing fiscal reports.

Salary Range