Administrative Associate, Office of Sponsored Projects

Phase2 Technology; 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 reputable technology company in Austin is seeking an Administrative Associate to provide billing and financial reporting support to the Office of Sponsored Projects. The role requires strong customer service, organizational, and communication skills, with a Bachelor's degree or equivalent experience preferred. Competitive benefits and a supportive team environment are offered. This position is full-time, and applicants must be authorized to work in the United States. Salary is competitive based on qualifications.

Qualifications

• Must be able to work independently and in a team environment.
• Ability to manage deadlines effectively.
• Experience maintaining electronic files.

Responsibilities

• Assist with billing and reporting processes for various grants.
• Support invoicing and billing staff in submission processes.
• Collaborate on special projects and data cleanup tasks.

Skills

Excellent customer service skills

Organizational skills

Problem-solving

Communication skills

Education

Bachelor’s degree or high school diploma/GED with administrative experience

Tools

Various software applications

Job description

Administrative Associate, Office of Sponsored Projects

Paid holidays, sick time, retirement plan

Job Posting Title: 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

• Assist with the billing and reporting processes for federal, state, and private grants. Gather backup documentation, support billing staff by submitting completed invoices to the sponsors per contracted terms, and collaborate with the billers to outline billing terms and financial deliverable tracking.
• Provide support to the OSP leadership with sponsor portal maintenance and invoice submission. Follow up on submission confirmations and address any errors or issues under the guidance of the billers.
• Support special projects and data cleanup as advised by the OSP leadership. Collaborate with the team to meet project deadlines and objectives.
• Communicate effectively with principal investigators and departments to assist with the completion of patent reporting.
• Learn professional communication practices for interacting with internal and external customers and help 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

Please mark yes on the application for required materials. Failure to attach all additional materials listed may affect candidates being considered for the position.

• Resume/CV
• Three 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 into 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.

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.

E‑Verify

The University of Texas at Austin uses 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 as 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.

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.

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