Administrative Associate, Office of Sponsored Projects

University of Texas at Austin; Austin (TX); On-site; USD 38,000 - 46,000; Full time

Benefits offered by this job

100% employer-paid basic medical

Retirement contributions

Paid vacation and sick time

Paid holidays

Job summary

The University of Texas at Austin is seeking an Administrative Associate for the Office of Sponsored Projects in Austin, TX. The role provides billing and financial reporting support to the leadership team and billing staff, aligning with contract terms and sponsor requirements.

Responsibilities include assisting with invoicing for federal, state, and private grants, maintaining documentation, and supporting data cleanup and project deadlines. Competitive benefits apply.

Qualifications

• Bachelor's degree and one year of administrative experience or high school diploma/GED plus five years of administrative experience.
• Ability to work independently and in a team environment.
• Strong deadline management and organizational skills.
• Experience with various software applications and maintaining electronic files.
• Excellent customer service and problem-solving abilities.
• Effective written and oral communication to a broad audience.
• Authorized to work in the United States on a full-time basis.

Responsibilities

• Assist with billing and reporting for grants; gather backup documentation.
• Submit invoices to sponsors per terms; outline billing terms with billers.
• Support sponsor portal maintenance and invoice submission; address errors.
• Contribute to special projects and data cleanup to meet deadlines.
• Communicate with principal investigators and departments for patent reporting.

Skills

Customer service

Organizational skills

Communication

Problem solving

Deadline management

Teamwork

Education

Bachelor's degree plus 1 year admin experience

High school diploma +5 years admin experience

Tools

Microsoft Office

Billing systems

Documentation management

Job description

Administrative Associate, Office of Sponsored Projects

Hiring Department

Office of Sponsored Projects

Position Open To

All Applicants

Weekly Scheduled Hours

40

FLSA Status

Non-Exempt

Earliest Start Date

Immediately

Position Duration

Expected to Continue Until May 31, 2024

Location

AUSTIN, TX

Job Details

General Notes

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.

The Office of Sponsored Projects (OSP) serves as the coordinating office for externally funded research and sponsored projects at The University of Texas at Austin. The mission of OSP is to assist faculty and professional research staff in their efforts to secure and ensure proper stewardship of external funding. We do that by assisting research faculty and staff with the following: proposal review, authorization, and submission; award negotiations and acceptance; account management; close-out, reports, audits, collection; professional development and education; export control, and research compliance.

Purpose

Provide billing and financial reporting support to the billing staff and the Office of Sponsored Projects (OSP) leadership team.

Responsibilities

• Assists with the billing and reporting processes for federal, state, and private grants. Gathers backup documentation. Supports billing staff by submitting completed invoices to the sponsors per contracted terms. Collaborates with the billers to outline billing terms and financial deliverable tracking.
• Provides support to the OSP leadership with sponsor portal maintenance and invoice submission. Follows up on submission confirmations and address any errors or issues under the guidance of the billers.
• Supports special projects and data cleanup as advised by the OSP leadership. Collaborates with the team to meet project deadlines and objectives.
• Communicates effectively with principal investigators and departments to assist with the completion of patent reporting.
• Learns professional communication practices for interacting with internal and external customers. Helps maintain positive and respectful working relationships with stakeholders.

Required Qualifications

• Bachelor's degree and one year of administrative experience or high school diploma/GED plus five years of administrative experience.
• Must be able to work independently and/or in a team environment.
• Must be able to work well managing deadlines on a daily basis.
• Experience utilizing various software applications, online information resources, and maintaining electronic files.
• Excellent customer service skills, organizational skills, and ability to problem solve.
• Demonstrated ability to communicate effectively to a large population in both oral and written form.
• Must be authorized to work in the United States on a full-time basis for any employer.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Experience working in a sponsored projects office and experience working directly with administrative support tasks related to grants or contracts management.
• Experience in governmental or commercial accounting and budgets.
• Experience with a Research Management System (RMS).
• Familiar with UT Austin's policies and procedures.
• Successful customer service background.
• Exceptional problem solving, organizational, written and verbal communication skills.

Salary Range

$42,000+ depending on qualifications

Working Conditions

• Work location will be in north Austin, Texas at the West Pickle Research (WPR) campus.
• Repetitive use of keyboard at workstation
• Repetitive use of standard office equipment

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

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 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.

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 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.

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]

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.