Administrative Associate, Office of Research Support and Compliance

Job Posting Title:

Administrative Associate, Office of Research Support and Compliance

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Hiring Department:

Office of Research Support and Compliance

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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

The Office of Research Support and Compliance (ORSC) partners with researchers to maintain the integrity of research at the University of Texas at Austin. ORSC’s goal is to foster the highest quality research by assisting researchers with compliance and research best practices.

The ORSC encourages a healthy work-life balance. This position is eligible for a 3-day telework schedule (two days on main campus).

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

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

Purpose

To provide administrative support to the Associate Vice President for Research at the Office of Research Support and Compliance (ORSC), staff, and customers.

Responsibilities

• Manages the Associate Vice President for Research's (AVPR) calendar and schedules meetings as requested. Schedules and plans, in conjunction with office staff, all-office meetings and events.

• Arranges logistics for in-person and virtual meetings including room reservations, catering, room and AV setup, and manages virtual breakout rooms. Supports virtual office hours by monitoring attendees and moving them into meeting rooms.

• Submits travel requests and reimbursements with all requirement documentation in a timely manner. Manages all travel arrangements for the AVPR and staff, including conference and professional development registrations.

• Responsible for submitting payment vouchers and reconciling the ORSC Procard prior to the deadlines.

• Submits payments for unaffiliated committee members in a timely manner and requests system access.

• Monitors and purchases office supplies. Conducts annual equipment inventory. Responsible for coordinating equipment shipments to and from remote staff. Processes e-ship Global documents.

• Monitors incoming and outgoing mail, the main ORSC and IRB phone lines, and the general email inbox.

• Maintains SOPs for office operations, including staff travel , equipment management, hoteling space, and purchase requests.

• Manages email and compliance system access requests. Assists with CITI training account problems.

• Monitors IRB files bi-annually and process requests for record destruction according to university policy.

Required Qualifications

• Bachelor's Degree with one year of administrative experience or a High School Diploma and five years of administrative experience.

• Strong organizational and communication (verbal and written) skills.

• Demonstrated ability to successfully work independently and collaborate with a team.

• Proficient in Microsoft Office.

Preferred Qualifications

• Bachelor's degree and over one year of administrative experience.

• Familiarity with the University's financial policies and procedures.

• Experience using Workday, DEFINE, and FMRS.

Relevant education and experience may be substituted as appropriate.

Salary Range

$42,000+ depending on qualifications

Working Conditions

• Standard office 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.

• Cover letter

• Resume/CV

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

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