Senior Administrative Associate
Company: University of Texas at Austin
Location: Austin
Posted on: May 3, 2024
Job Description:
Job Posting Title:Senior Administrative Associate----Hiring
Department:Walker Department of Mechanical Engineering----Position
Open To:All Applicants----Weekly Scheduled Hours:40----FLSA
Status:Non-Exempt----Earliest Start Date:Immediately----Position
Duration:Expected to Continue Until Aug 31, 2025----Location:UT
MAIN CAMPUS----Job Details:General NotesThis is a fixed term
grant-funded position, funding for one year with the possibility of
renewal for another two years based upon performance and
continuation of funding.As a top-10 engineering school, the at The
University of Texas at Austin has been a global leader in
technology innovation and engineering education for over a
century.In the Walker Department of Mechanical Engineering, we
design and build devices and systems that transform industries and
improve lives around the world. With nearly 70 faculty members, 27
staff members, 1500 students and thousands of alumni worldwide, the
Walker Department has a supportive communityaspired to solve the
most pressing challenges of the 21st century through world class
research, unsurpassed student education, and dedicated service to
the community.This job description may not reflect all assigned
duties, responsibilities, or aspects of the job
described.PurposeResponsible for performing advanced program
administration and managing the day-to-day operations of the Molten
Salt Digital Twin Initiative funded by the State of Texas in the
Walker Department of Mechanical Engineering. This includes
facilitating effective communication and coordination across
research faculty, staff, research vendors/partners, postdoctoral
scholars, and graduate students at multiple universities and
organizations, ensuring smooth project-wide
operations.Responsibilities
- Manages all aspects of accounting, purchasing, and budgeting
for the Molten Salt Digital Twin Initiative. Reconciles account
monthly. Accurately tracks expenses; procuring supplies and
equipment of varying costs in accordance with state law and
university policy; processing payment vouchers, payroll vouchers,
and travel vouchers; maintaining the Procurement Card, ensuring
purchases are made and documented in accordance with university
policy; maintaining accurate departmental records.
- Serve as the primary contact for faculty regarding
grants/contracts process, including application preparation, budget
preparation/revision, preparation of figures/tables, proposal
formatting, and editorial remarks on proposals and other
deliverables. Serve as Office of Sponsored Projects (OSP) liaison
regarding grants/budgets. Distribute information to faculty
regarding new grant opportunities, calls for proposals, changes in
contracts and grants policies for federal agencies, national
organizations, and national foundations.
- Arranges travel and hotel reservations for PI's, guests, and
researchers associated with the grant. Processing payment and
travel vouchers/reimbursements.
- Maintain PI's schedules/calendars. Coordinate or schedule group
meetings including room reservations and coordinating itineraries.
Prepare or assist with committee report preparations. Prepare
memoranda, prepare/proofread out-going correspondences.
- Serves as primary coordinator, initiates, and monitors human
resources assignment transactions in Workday for the grant
including job postings, and managing the interview and hiring
process. Monitors and ensures timely completion of all timesheets
and payroll transactions in Workday for the research staff and
students. Coordinate annual performance evaluations, and coordinate
title and compensation adjustments as needed. Processes tuition
remission benefit and scholarship awards for students as
needed.
- Facilitate effective coordination with departmental staff on
regular communication, publication, and promotional efforts for the
Molten Salt Digital Twin Initiative. Liaison to other staff of the
department as needed. Coordinate work with other campus department
or centers as needed.
- Other related functions as assigned.Required
QualificationsBachelor's degree and three years of administrative
experience. Excellent communication skills, both written and oral.
Excellent interpersonal skills and professional demeanor.
Demonstrated ability to pay attention to detail and follow through.
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.Preferred QualificationsMore than the required amount
of experience. 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).Salary Range$55,000+
depending on qualifications Working Conditions
- May work around standard office conditions.
- Repetitive use of a keyboard at a workstation.
- Use of manual dexterity.
- Climbing of stairs.Work Shift
- Monday - Friday, 8 am - 5 pm.
- This position may be eligible for a hybrid (on-campus and
off-campus) work based on business needs and at the discretion of
the supervisor.Required Materials
- Resume/CV
- 3 work references with their contact information; at least one
reference should be from a supervisor
- Letter of interestImportantfor 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.----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.----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.----Background Checks:A criminal history
background check will be required for finalist(s) under
consideration for this position.----Equal Opportunity Employer:The
University of Texas at Austin, as an ,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.----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.----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 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.----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:
- [PDF]
- [PDF]
- [PDF]
- [PDF]----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
.The Clery Act requires all prospective employees be notified of
the availability of the Annual Security and Fire Safety report. You
may or obtain a copy at University Compliance Services, 1616
Guadalupe Street, UTA 2.206, Austin, Texas 78701.
Keywords: University of Texas at Austin, New Braunfels , Senior Administrative Associate, Accounting, Auditing , Austin, Texas
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