Temporary Administrative Associate - Office of Sponsored Projects - (UTEMPS)

Job Posting Title:

Temporary Administrative Associate - Office of Sponsored Projects - (UTEMPS)

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Hiring Department:

UTemp Pool

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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 May 31, 2024

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

Only competitive applicants selected will be contacted and provided with instructions on the continued application process. This temporary assignment may be filled at any time.  Please no phone calls or emails. The projected end date is May 31, 2024. This temporary assignment may transition to regular status. This is a remote assignment,

Purpose

To provide administrative support to the Contracts and Agreements Team within the Office of Sponsored Projects, specifically in the areas of contracts and agreements handling and processing. Organization and vetting of a high volume of incoming contract documents, assistance in administrative duties related to review, execution, and transmission of various research agreements and associated data management.

Responsibilities

• Responsibilities Manages data entry into the UT-Research Management Suite (UT-RMS) and Research Management System (RMS) for processing of incoming contract awards, outgoing subcontracts, and associated non-financial research agreements. Creates, organizes, and maintains contract files in the office electronic repository. Assists Subaward Compliance Coordinator and Contracts Coordinator in the handling of subcontract administration, specifically through collection and development of subaward compliance documentation, including subrecipient audit monitoring and other subaward evaluation documents, and execution and processing of new subcontract agreements. Assists Contracts Coordinators in the review, execution, and maintenance of contract awards and contract modification actions, including collection of associated research compliance documentation (e.g. IRB, IACUC, etc.) and budgetary information.  

• Facilitates the process for drafting, reviewing, and executing of non-funded agreements, including material transfer, non-disclosure, and data use agreements. Coordinates the collection of associated research compliance documentation (e.g. IRB, IACUC, export control, etc.). Receives, reviews, and coordinates incoming correspondence for the Contracts Team. Coordinates proposal and award transmission activities. Transmits documents to sponsors, faculty, and staff by mail or email. Tracks suspense contract actions and open items, prepares correspondence, opens and distributes mail and email, and prepares documents for signature. Monitors shared correspondence email inbox. Serves as backup for other OSP staff, assists with special projects as required, and assists in the production of reports as needed. Participates in process improvement working groups and committees as requested.

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, with one year of that experience at the Administrative Assistant level. One year of experience with data entry. One year of experience with MS Word and MS Excel. Must be able to work well with deadline-driven projects on a daily basis. Attention to detail. Experience in operating systems and data management. Demonstrated adaptability and history of service-minded approach to executing job functions. Success working in a team setting and independently in a dynamic work environment. Excellent problem, organizational skills, written and oral communication skills. Demonstrated ability to communicate to a large and diverse population. Demonstrated ability to multi-task and effectively manage concurrent projects with accuracy, communicating to stakeholders regularly. Must be authorized to work in the United States on a full-time basis for any employer.

Preferred Qualifications

Two years of experience with MS Word, MS Excel, and Adobe Acrobat. Two years of experience with data entry. Experience working directly with administrative support tasks related to grants or contracts management. UT Austin experience. Extensive customer service background. Experience working with budgets. Excellent communication and interpersonal skills. Success working in a team setting and independently in a dynamic work environment. Excellent problem, organizational skills, written and oral communication skills.

Hourly Rate

$25.00

Working Conditions

• Attire: Business Casual

• Standard Office Environment, Use of manual dexterity, Repetitive use of a keyboard at a workstatio