Research Development Administrative Associate, Office Vice President Research

Job Posting

Title:

Research Development Administrative Associate, Office of the Vice President for Research

Hiring Department:
Office of the Vice President for Research

Position Open To:
All Applicants

Weekly Scheduled

Hours:

40

FLSA Status:
Non-Exempt from FLSA

Earliest

Start Date:

Immediately

Position Duration:
Expected to Continue

Location:

AUSTIN, TX

Job Details

General Notes The mission of the Office of the Vice President for Research (OVPR) is to foster the expansion of the scale, quality, and impact of scholarly endeavors at UT Austin. We are committed to building capacity, promoting interdisciplinary collaboration, and lowering the barriers and burden involved in scientific and creative inquiry through the development of an investigator-focused infrastructure that supports the needs of UT Austin's research enterprise.

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.

Purpose

As a member of the Office of the Vice President for Research, Research Development team, reporting to the Research Development Executive Assistant (EA), provides administrative support to the Research Development (RD) team.

Responsibilities

Research Development Reception:
Manage coverage of Research Development reception area, greet visitors with a friendly and professional demeanor. Ensure office supply inventories and general condition of office is maintained. Place administrative orders (office supplies, catering, refreshment vendor, water vendor and toner for copiers). Execute routine housekeeping tasks, including kitchen clean-up, dusting furniture and equipment, occasional vacuuming, emptying bins, refilling paper in copiers, etc.

Acts as point of contact for Facilities on behalf of Research Development, for any issues within the suite or building. Deliver, pick-up, and distribute internal mail and packages for the RD office.

Administrative Support:
Manage and hire all Research Development Student Associates. Supervise student worker schedules, tasks, and timesheet submission. Serve as backup scheduling and calendar support to Deputy VPR. Manage the Research Development inventory year-round and complete annual inventory process. Maintain a current list of all Research Development owned equipment (computers and peripherals) and staff technology assignments.

Communications & Engagements:
Assist the Research Development Executive Assistant in organizing the monthly RD - All Portfolio meeting. Manage Research Development conference room calendars and act as point of contact for conference room technology. Prepare and serve refreshments for meetings when requested. Support RD guests with parking and parking passes. Assist Research Development Executive Assistant with planning and executing team building and team culture activities.

Manage various Research Development email inboxes and forward emails as appropriate ensuring excellent customer service. Responsible for collecting content, preparing, and disseminating the monthly Research Development Newsletter. Serve as backup to RD Executive Assistant in supporting internal RD team meetings, including creating meeting agendas, adding operational updates, taking notes during meetings, and sending action item recaps following meetings.

Financial Administration:
Manage monthly Pro Card reconciliation, including collective and reviewing supporting receipts, resolving discrepancies, and ensuring transactions are properly documented and reconciled. Process eShip Global vouchers

Other Duties:
Assist with various Research Development projects and contribute to the overall success of…