Administrative Associate, Office of Sponsored Projects

Job Posting Title:

Administrative Associate, Office of Sponsored Projects

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Hiring Department:

Office of Sponsored Projects

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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

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Location:

AUSTIN, TX

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Job Details:

General Notes

UT Austin offers a competitive benefits package that includes: 

• 100% employer-paid basic medical coverage 

• Retirement contributions

• Paid vacation and sick time

• Paid holidays

• Eligible for fully remote telework

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

Purpose

To provide administrative support in the Sponsored Project Award Administration (SPAA) office. This includes first point of contact for SPAA billing and/or reporting financial information to our sponsors of research at UT Austin.

Responsibilities

• Provides administrative support to SPAA management group. Processes billing and financial reports and provides to research sponsors.

• Provides detailed information and assistance via phone and e-mail to campus departments and sponsors of research projects awarded to the University.

• Assists in the semi-annual account archiving project for award series supported by their team.

• Processes new account setup and updating accounts in DEFINE.

• Assists with special projects as assigned by management group.

Required Qualifications

• Bachelor’s degree and one year of experience at the Administrative Assistant level, or high school diploma/GED, and five years of clerical experience consisting of one year of Administrative Assistant, one year supervisor and/or combination of performing complex tasks, one year of data entry, one year of experience with MS Word and MS Excel. 

• Must be able to work independently and/or in a team environment. 

• Must be able to work well managing deadlines on a daily basis. 

• Experience utilizing various software applications, online information resources, and maintaining electronic files. 

• Excellent customer service skills, organizational skills, and ability to problem solve.  Demonstrated ability to communicate effectively to a large population in both oral and written form. 

• Must be authorized to work in the United States on a full-time basis for any employer.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Two years of experience with MS Word and MS Excel.

• Two years of experience with data entry.

• Experience working in a sponsored projects office and experience working directly with administrative support tasks related to grants or contracts management.

• Experience in governmental or commercial accounting.

• Experience with a Research Management System (RMS).

• UT Austin experience.

• Extensive customer service background. Experience working with budgets.

• Demonstrated problem-solving, organizational, written, and oral communication skills

Salary

$42,000 + depending on qualifications

Working Conditions

• Repetitive use of a keyboard at a workstation

• Use of manual dexterity

Required Materials

Please mark "yes" on the application for required materials. Failure to attach all additional materials listed may affect candidates being considered for the position.

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

• Letter of interest

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-