Job Posting Title:

Senior Administrative Associate

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Hiring Department:

Dell Medical School

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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:

UT MAIN CAMPUS

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Job Details:

General Notes
The Office of Research at the Dell Medical School is looking for a Senior Administrative Associate.

Purpose
To provide responsible, complex administrative support for HTRI. The support includes meeting scheduling, budget/financial management and reporting, coordination and oversight of awards granted and budgeting, offering administrative support for HTRI, coordinating operational activities, and promoting efficiency across all HTRI administration.  

Responsibilities

Budget Processing  

Prepares, maintains and posts records, reports and budget information. Routes/approves vouchers, creates and executes contracts with independent contractors, ensures all award payments are delivered, among other duties. Collects and compiles relevant spending information, reconciliation, and budget updates, checking to ensure appropriate fund use. Distribution of the HTRI pilot grant program, Cain collaboration awards, Ken Shine Excellence in Research awards, and Texas Biologics grants (among others) and accurate payouts of all awards, invoices, contracts, purchase orders, etc following Dell Med/UT rules and regulations. Processing payment requests and contracts in UT financial systems. Communicate/interface with the Office of Research financial lead (Dell Med Finance) as necessary. Assist HTRI leadership in developing and managing the annual budget and variance reports.  

Operational Administration  

Administer HTRI programs that facilitate the development of a robust research portfolio at Dell Med (eg HTRI pilot awards, research awards, joint programs with UT and community partners, and others). Activities include: planning and coordinating open house (in person and virtual) events and meetings, distributing calls for/reviews of applications, managing and monitoring project/research awardees progress, and other activities to effectively plan and execute HTRI programs.

Additional HTRI administrative duties will include but are not limited to: Communicating/scheduling meetings, manage HTRI calendar, identifying and collaborating with (inner and other organizations’) assistants to find agreeable times for >4 professionals, troubleshooting and rescheduling as conflicts arise, taking meeting minutes, keeping notes to inform future meetings as requested. Be familiar with HTRI resources, opportunities, and activities to reference inquiries appropriately. Support communications to ensure resources, activities and accomplishments are communicated to the appropriate audience. Communications activities including maintaining and updating the HTRI web and intranet presence.

Other related duties as assigned.​

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Required Qualifications
Bachelor's degree and three years of clerical experience, including one year of experience at either the Administrative Assistant or the Administrative Associate level, or high school graduation or GED, and seven years of clerical experience, including one year at either the Administrative Assistant or the Administrative Associate level. One year of full-time equivalent applicable experience may be substituted for each thirty semester hours of college credit earned, or vice versa; however, a minimum of one year of applicable experience is required. Relevant education and experience may be substituted as appropriate.

Preferred Qualifications
Bachelor’s degree. Demonstrated experience of: accuracy and attention to detail, effective communication, problem solving, service support, positive working relationships, active listening, initiative.  Experience managing complex calendars. Outlook 365 email scheduling familiarity. Proficiency in Microsoft Excel, Word, and PowerPoint and willingness to learn other technologies as necessary. Previous use of UT finance systems including but not limited to: define, FRMS, RFS, contracts, purchase orders, etc. 

Salary Range
$45,000+ depending on qualifications

Working Conditions

May work around standard office conditions.

Repetitive use of a keyboard at a workstation.

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 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 questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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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) [PDF]E-Verify Poster (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.