Senior Administrative Associate

Job Posting Title:

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Hiring Department:

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Position Open To:

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Weekly Scheduled Hours:

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FLSA Status:

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Earliest Start Date:

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Position Duration:

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Location:

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Job Details:

The university provides employees a competitive benefits package that includes health insurance (premiums covered 100% for full-time benefits-eligible employees), retirement plans, and paid leave, in addition to other programs and services. Additional information is available at: https://hr.utexas.edu/prospective/benefits.

A "think and do tank" at the University of Texas since 1977, the IC Institute is known worldwide for its impactful, interdisciplinary research on the drivers of economic development and shared prosperity. Under its new mission,Innovating Well-Being, the Institute continues to engage in research that translates into real-world impact. Today's IC Institute is exploring a new, expanded vision of shared prosperity - one that includes key elements of community well-being. We're prioritizing research that reduces health disparities, advances the responsible development of AI in health care, supports the transition to green energy, promotes community resilience, and ensures equitable access to economic development and entrepreneurship.

For more information about IC Institute please visit: https://ic2.utexas.edu

To provide administrative support for faculty, research staff, and students in the day-to-day operations of IC Institute exercising a high degree of initiative and judgment. Responsible, with little supervisory direction, for many complex office decisions, and for supplying financial and other factual information from a variety of sources. Ensure consistent application of all departmental, University, and UT systems policies and procedures.

• PROCUREMENT, AUTHORIZATIONS, AND PAYMENTS: Process procurement, authorizations, and payments. Serve as the Department's procard holder responsible for making departmental purchases, collecting receipts, and supporting documentation. Draft prior approval purchasing paperwork including Purchase Orders (Official Occasion Expense Forms, Purchase Orders, Contracts with vendors, etc). Responsible for creating payment vouchers (VP1, VP2, VP7, VP9, and VPE documents) to pay vendors or reimburse UT employees for business expenses. Work with vendors to complete GGVs and PIFs, resolving invoicing concerns and process payments. Process and reconcile Cash Advance Requests and Tango Cards for travel and research. Track expenses and keep organized records. Monitor payments to ensure check is issued and vendor is paid. Track and clear encumbrances.

• PRE-AWARD AND POST-AWARD CONTRACT ADMINISTRATION: Provide support to develop, prepare, and submit business contracts using Contracts+ platform and research proposals using UTRMS platform.Develop and maintain reports for tracking grant accounts and project budgets utilizing advanced skills in Excel and full understanding of data meaning and validity. When necessary, utilize DEFINE coding to generate unique views of data. Check information against downloaded report from university accounting system. Submit invoices and receive/deposit funds for business contracts. Act as liaison between IC2 and University departments as well as outside entities on various matters pertaining to proposal preparation and submission and post-award administration. Work with award negotiators to coordinate the facilitation of funded proposals or contracts to ensure execution, proper post-award paperwork submission and account set-up. Coordinate subawards and additional contractual agreements under the award. Aid with all award maintenance needs that arise throughout a project. Monitor expenditures on contracts and grants and assist with preparation of contract/grant reports. Maintain and reconcile spending plans for awarded grants and contracts. Coordinate with the PI and appropriate HR Partner for appointment planning across all account types. Prepare appointment and costing allocation information semesterly or as needed. Review all salary and tuition transactions for semesterly appointment auditing. Meet with PIs on demand for questions on salary compensation. Assist PIs with subrecipient monitoring and invoicing.

• TRAVEL COORDINATION: Serve as the Department's main contact for staff, students, research staff, faculty, and visitors travel (both domestic and international travel). Responsible for securing hotel accommodations for official visitors, creating prior approval travel paperwork for visitors, assisting staff with their Non Employee and Employee Travel Authorization Requests, answering questions regarding University and Department rale policies. Create VE5, VE6, and VP5 travel documents. Ensure that accurate, timely, and appropriate receipts and supporting documentation are submitted to the Office of Accounting for reimbursement.

• GENERAL OFFICE SUPPORT: Cover reception area, greet visitors, answer main office phone line and main e-mail box, collect and distribute mail and shipping packages, order office supplies, organize and maintain inventory of office and hospitality supplies. Assist with Building/Facilities tasks: walk the building on a weekly basis to check for leaks, broken lights, heating/air conditioning issues, or anything that needs attention. Submit work orders or call Facilities as needed. Manage relevant departmental staff logistics (phones, IT, office set up, badge-in access using BACS Genetec system.

• EVENT COORDINATION: Assist Executive Director and IC Institute staff with calendaring and logistics related to events, travel, and meetings. Maintain calendaring system for all conference rooms. Schedule internal and external meetings. Help plan and organize research related events/conferences. Support planning process including joining internal planning meetings. Work with meeting organizer to track event budget and expenses. Assist with coordination of official occasions, meetings, and conferences including administrative and logistical support of events such as hotel agreements, reservations, and reimbursement requests of attendees. Attend events and help direct logistics. Assist with coordination of monthly staff meeting (schedule, compile agenda items, and lead).

• Bachelor's degree plus three years of administrative experience.

• Proficiency in Excel, FRMS, UT Forms, Box, DocuSign and DEFINE.

• Accuracy in all phases of work.

• Attention to detail, ability to multi-task and organize priorities.

• Ability to work successfully in a deadline-driven environment.

• Ability work as part of a team and independently and meet deadlines with limited supervision.

• Previous experience helping organize research or scholarly conferences

• Experience working with sponsored projects and UTRMS

• Knowledge of the University's procurement, payment, and audit processes.

• Excellent written and interpersonal communication skills.

• Ability to maintain a professional demeanor in all business interactions.

• Knowledge of university structure, policies, rules, and procedures.

• Familiarity with UT Austin central administrative offices including Office of Sponsored Projects, Business Contracts, Accounts Payable, Travel, etc.

Relevant education and experience may be substituted as appropriate.

• More than the required amount of education and/or experience.

• Experience working with Workday.

• Knowledge of university structure, policies, rules, and procedures.

• Familiarity with UT Austin central administrative offices including Office of Sponsored Projects, Accounts Payable, Travel, etc.

$50,000 + depending on qualifications

• May work around standard office conditions.

• Repetitive use of a keyboard at a workstation.

• Prolonged screen time.

• Use of manual dexterity.

• M-F, 8 am - 5 pm

• This position provides for work-life balance that includes flexible work arrangements. The current schedule requires the employee to work on the UT Austin campus a minimum of three days a week and when required for in-person meetings or events.

• Resume/CV - Please limit resumes to 2 pages.

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

• Letter of interest

Importantfor 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 thatALLRequired 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 within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

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Retirement Plan Eligibility:

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer,complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university's company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.