Senior Administrative Associate

Job Posting

Title:

Senior Administrative Associate

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- Hiring Department:

Applied Research Laboratories

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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 from FLSA

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- Earliest

Start Date:

Immediately

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- Position Duration:

Expected to Continue

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- Location:

PICKLE RESEARCH CAMPUS

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- Job Details:

Purpose

Provide administrative support to Contracts manager and specialists to maintain office functions.

Responsibilities

* Process grant and contract awards, modifications, and deobligations utilizing the IRIS and UTRMS systems for accurate recording of funding; distribute award notifications to the technical labs and administrative offices. Maintain files on current agreements and other documents.

* Communicate with awards management to set up new accounts, utilize the IRIS application to distribute subaccounts requested by the labs, and assign projects.

* Utilize IRIS to run monthly patent report list for review by Grants and Contracts manager and distribute to sponsors. Perform administrative duties for the office, including purchase orders and reimbursements, submission of work requests.

* Utilize the Procurement Integrated Enterprise Environment government database to download awards and modifications and distribute for review by grants and contracts specialists before processing.

* Process documents by communicating with labs and the Office of Naval Research and other sponsors to complete close-out requirements, and record project deliverables in IRIS.

* Update the proprietary Excel document for awards utilizing advanced Excel skills.

* Other functions as assigned.

Required Qualifications

* HS/GED.

* Seven years of related administrative experience.

* Excellent interpersonal skills and professional demeanor.

* Excellent communication skills, both written and oral.

* 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.

US Citizen. Applicant selected will be subject to a government security investigation and must meet eligibility requirements for access to classified information at the level appropriate to the project requirements of the position.

Preferred Qualifications

* Bachelor's degree and at least 3 years of experience and one year at the Administrative Assistant or the Administrative Associate level.

* Experience with maintaining research grant accounts.

* Experience in the preparation and processing of research grant and/or contract proposals.

* Demonstrated ability with web-based data management systems.

* Familiarity with The University of Texas at Austin, in particular the University offices that oversee faculty research practices (including Office of Sponsored Projects and Office of Research Support and Compliance).

General Notes

An agency designated by the federal government handles the investigation as to the requirement for eligibility for access to classified information. Factors considered during this investigation include but are not limited to allegiance to the United States, foreign influence, foreign preference, criminal conduct, security violations, drug involvement, the likelihood of continuation of such conduct, etc.

Please mark "yes" on the application question that asks if additional materials are required. Failure to attach all additional materials listed below may result in a delay in application processing.

Visit our website ((Use the "Apply for this Job" box below).) for additional information about Applied Research Laboratories.

UT Austin offers a competitive benefits package that includes:

* 100% employer-paid basic medical coverage

* Retirement contributions

* Paid vacation and sick time

* Paid holidays

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

Salary Range

$52,000-$58,000+/negotiable depending on qualifications.

Working Conditions

* Standard office conditions

* Repetitive use of a keyboard at a workstation

* Use of manual dexterity

* Possible weekend, evening and holiday work

* Possible interstate/intrastate travel

Required Materials

* 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…