Administrative Associate, Office of Sponsored Projects

The University of Texas at Austin; Austin (TX); On-site; USD 37,800 - 46,200; Full time

Benefits offered by this job

100% employer-paid basic medical coverage

Retirement contributions

Paid vacation and sick time

Paid holidays

Job summary

A prominent educational institution in Austin, TX is seeking an Administrative Associate for the Office of Sponsored Projects. This full-time role involves assisting with billing and financial reporting for grants, maintaining effective communication with stakeholders, and providing organization support. Candidates should have a Bachelor’s degree or equivalent experience, along with strong organizational and communication skills. The position offers comprehensive benefits, including 100% employer-paid medical coverage.

Qualifications

• Administrative experience of at least 1 year or 5 years with a GED.
• Ability to manage multiple deadlines effectively.
• Demonstrated organizational skills and attention to detail.

Responsibilities

• Assist with billing and financial reporting for grants and contracts.
• Support OSP leadership in portal maintenance and submission of invoices.
• Communicate with departments for patent reporting.

Skills

Strong deadline-management skills

Excellent customer-service skills

Organizational skills

Problem-solving skills

Ability to work independently and in teams

Effective communication skills

Education

Bachelor’s degree

High school diploma/GED

Tools

Various software applications

Research Management System (RMS)

Job description

Administrative Associate, Office of Sponsored Projects

Located at Austin, TX (West Pickle Research campus). This full‑time position requires 40 hours per week, an immediate start date, and is expected to continue until May 31, 2024. Salary range: $42,000+ depending on qualifications.

Benefits

• 100% employer‑paid basic medical coverage
• Retirement contributions
• Paid vacation and sick time
• Paid holidays

Responsibilities

• Assists with billing and financial reporting for federal, state, and private grants, gathering backup documentation and supporting the billing staff in submitting invoices per contracted terms.
• Supports the OSP leadership with sponsor portal maintenance and invoice submission, following up on confirmations and addressing errors or issues under guidance.
• Assists with special projects and data cleanup as directed by the OSP leadership, collaborating to meet project deadlines and objectives.
• Communicates effectively with principal investigators and departments to assist with patent reporting.
• Learns professional communication practices for interacting with internal and external customers, maintaining 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.
• Ability to work independently and/or as part of a team.
• Strong deadline‑management skills on a daily basis.
• Experience utilizing various software applications, online information resources, and maintaining electronic files.
• Excellent customer‑service, organizational, and problem‑solving skills.
• Demonstrated ability to communicate effectively in oral and written form to a large population.
• Authorized to work in the United States on a full‑time basis for any employer.

Preferred Qualifications

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

Working Conditions

• Location: 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
• Three work references with contact information; at least one reference should be from a supervisor.
• Letter of interest

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 otherwise discriminate against employees or applicants who have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. Employees who have access to compensation information as part of their essential job functions must not disclose that information to individuals who do not otherwise have access, unless in response to a formal complaint or charge, in furtherance of an investigation, or under a legal duty to furnish information.