Senior Administrative Associate

Job Posting Title:

Senior Administrative Associate

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Hiring Department:

Walker Department of Mechanical Engineering

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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 Until Aug 31, 2025

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

This is a fixed term grant-funded position, funding for one year with the possibility of renewal for another two years based upon performance and continuation of funding.

As a top-10 engineering school, the Cockrell School of Engineering at The University of Texas at Austin has been a global leader in technology innovation and engineering education for over a century. 

In the Walker Department of Mechanical Engineering, we design and build devices and systems that transform industries and improve lives around the world. With nearly 70 faculty members, 27 staff members, 1500 students and thousands of alumni worldwide, the Walker Department has a supportive community aspired to solve the most pressing challenges of the 21st century through world class research, unsurpassed student education, and dedicated service to the community.

This job description may not reflect all assigned duties, responsibilities, or aspects of the job described.

Purpose

Responsible for performing advanced program administration and managing the day-to-day operations of the Molten Salt Digital Twin Initiative funded by the State of Texas in the Walker Department of Mechanical Engineering. This includes facilitating effective communication and coordination across research faculty, staff, research vendors/partners, postdoctoral scholars, and graduate students at multiple universities and organizations, ensuring smooth project-wide operations.

Responsibilities

• Manages all aspects of accounting, purchasing, and budgeting for the Molten Salt Digital Twin Initiative.  Reconciles account monthly. Accurately tracks expenses; procuring supplies and equipment of varying costs in accordance with state law and university policy; processing payment vouchers, payroll vouchers, and travel vouchers; maintaining the Procurement Card, ensuring purchases are made and documented in accordance with university policy; maintaining accurate departmental records.

• Serve as the primary contact for faculty regarding grants/contracts process, including application preparation, budget preparation/revision, preparation of figures/tables, proposal formatting, and editorial remarks on proposals and other deliverables. Serve as Office of Sponsored Projects (OSP) liaison regarding grants/budgets. Distribute information to faculty regarding new grant opportunities, calls for proposals, changes in contracts and grants policies for federal agencies, national organizations, and national foundations.

• Arranges travel and hotel reservations for PI’s, guests, and researchers associated with the grant. Processing payment and travel vouchers/reimbursements.

• Maintain PI’s schedules/calendars. Coordinate or schedule group meetings including room reservations and coordinating itineraries. Prepare or assist with committee report preparations. Prepare memoranda, prepare/proofread out-going correspondences.

• Serves as primary coordinator, initiates, and monitors human resources assignment transactions in Workday for the grant including job postings, and managing the interview and hiring process.  Monitors and ensures timely completion of all timesheets and payroll transactions in Workday for the research staff and students. Coordinate annual performance evaluations, and coordinate title and compensation adjustments as needed.  Processes tuition remission benefit and scholarship awards for students as needed.

• Facilitate effective coordination with departmental staff on regular communication, publication, and promotional efforts for the Molten Salt Digital Twin Initiative. Liaison to other staff of the department as needed. Coordinate work with other campus department or centers as needed.

• Other related functions as assigned.

Required Qualifications

Bachelor's degree and three years of administrative experience. Excellent communication skills, both written and oral. Excellent interpersonal skills and professional demeanor. Demonstrated ability to pay attention to detail and follow through. Demonstrated ability to work successfully under pressure of deadlines. Demonstrated ability with Microsoft Office (Word, Excel, PowerPoint).

Relevant education and experience may be substituted as appropriate.