Administrative Manager, Office of Sponsored Projects

Job Posting Title:

Administrative Manager, 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:

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 Office of Sponsored Projects (OSP) serves as the coordinating office for externally funded research and sponsored projects at The University of Texas at Austin. The mission of OSP is to assist faculty and professional research staff in their efforts to secure and ensure proper stewardship of external funding. We do that by assisting research faculty and staff with the following: proposal review, authorization, and submission; award negotiations and acceptance; account management; close-out, reports, audits, collection; professional development and education; export control, and research compliance.

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 hybrid telework

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

Purpose

The position involves overseeing central administrative support for the Office of Sponsored Projects. A primary responsibility is managing the administrative team, identifying areas for improvement, and implementing effective solutions. Success in this role will be measured by the prompt and efficient completion of all administrative tasks, as well as ensuring effective communication and appropriate service standards. Additionally, this role oversees special projects and events.

Responsibilities

• Oversee the daily operational needs of the office by supervising administrative staff and students and overseeing office administration, including monitoring equipment and supplies, logging and distributing mail, and assisting with events. Supervise the completion of RTAs, travel reservations, conference registrations, and travel reimbursements for OSP staff.

• Ensure effective management of internal and external communication by overseeing the OSP general, ERA, and operational email inboxes and phone line. Backup to student staff, Operations and ERA teams for support of OSP mailbox, ERA mailbox, Operations mailbox, and ERA ticketing system. 

• Manage ERA assistance to UT faculty and staff with various internal and external electronic systems (e.g., UTRMS). Supervise and work closely with OSP ERA team to: establish and maintain central staff and institutional login credentials for access to sponsor systems and internal systems; onboard/offboard OSP staff access to research administration systems; and review, track and transfer institutional records in sponsor portals to ensure continuity of business processes. Provide support to the OSP ERA team with complex pre- and post-award vendor profile setup and management in sponsor systems. 

• Oversee staff onboarding and off boarding processes in conjunction with other OVPR departments. Supervise equipment deployment logistics, including shipments, and reconcile e-ship global documents (VP9). Coordinate Onboard/Offboard OSP staff access to research administration systems. 

• Establish and maintain effective processes for the utilization of the Customer Relationship Management system and manage issues intake process. 

• Analyze existing operational business processes for inefficiencies and bottlenecks; develop and implement improvement strategies. Collaborate with team leads to provide training or documentation as needed, while promoting a culture of continuous improvement across teams. 

• Oversee day-to-day operational building/space management for OSP. Serve as the lead contact for OSP WPR space coordination, Lock & Key Services contact and lead BACS administrator. Coordinate work and service requests with Facilities. Collaborate with other building space managers to administer building emergency procedures and response plans. Complete space and key audits. 

• Responsible for managing the OSP inventory year-round and completing the annual inventory process before the deadline. Oversee the OSP records retention process. 

• Other duties as assigned.

Required Qua