Research Development Administrative Associate, Office of the Vice President for Research

The University of Texas at Austin; Austin (TX); On-site; USD 43,000 - 53,000; Full time

Benefits offered by this job

Health insurance

Retirement plan

Paid time off

Paid holidays

Job summary

The University of Texas at Austin’s Office of the Vice President for Research is seeking a Research Development Administrative Associate to provide comprehensive administrative support to the Research Development team. The role involves reception duties, staff supervision, inventory management, event coordination, and financial processing to keep the RD portfolio running smoothly.

Located in Austin, TX, this full-time, non-exempt position starts immediately with a 40-hour work week.

Qualifications

• High school Diploma or GED and 5 years' administrative experience.
• Proficiency with Zoom and Microsoft Office tools: Excel, PowerPoint, Word, Outlook, and Teams.
• Impeccable attention to detail and strong organizational skills.
• Excellent written and verbal communication and customer service.
• Punctual, quick learner, and able to manage multiple tasks.

Responsibilities

• Manage reception coverage, greet visitors professionally and maintain the office; place administrative orders and perform housekeeping tasks.
• Supervise Research Development student staff; manage schedules and timesheets; support Deputy VPR scheduling.
• Maintain inventory of Research Development assets and coordinate annual inventory processes.
• Coordinate monthly RD-All Portfolio meetings and calendar management; assist with conference room tech and refreshments.
• Handle monthly ProCard reconciliation and processing of eShip Global vouchers.
• Assist on various RD projects and contribute to OVPR Research Development goals.

Skills

Administrative experience

Attention to detail

Effective communication

Education

High school Diploma or GED

Tools

Zoom

Microsoft Office

Outlook

Job description

Job Posting Title: Research Development Administrative Associate, Office of the Vice President for Research

Hiring Department: Office of the Vice President for Research

Position Open To: All Applicants

Weekly Scheduled Hours: 40

FLSA Status: Non-Exempt from FLSA

Earliest Start Date: Immediately

Position Duration: Expected to Continue

Location: AUSTIN, TX

Job Details

General Notes The mission of the Office of the Vice President for Research (OVPR) is to foster the expansion of the scale, quality, and impact of scholarly endeavors at UT Austin. We are committed to building capacity, promoting interdisciplinary collaboration, and lowering the barriers and burden involved in scientific and creative inquiry through the development of an investigator-focused infrastructure that supports the needs of UT Austin's research enterprise.

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.

Purpose

As a member of the Office of the Vice President for Research, Research Development team, reporting to the Research Development Executive Assistant (EA), provides administrative support to the Research Development (RD) team.

Responsibilities

Research Development Reception: Manage coverage of Research Development reception area, greet visitors with a friendly and professional demeanor. Ensure office supply inventories and general condition of office is maintained. Place administrative orders (office supplies, catering, refreshment vendor, water vendor and toner for copiers). Execute routine housekeeping tasks, including kitchen clean-up, dusting furniture and equipment, occasional vacuuming, emptying bins, refilling paper in copiers, etc. Acts as point of contact for Facilities on behalf of Research Development, for any issues within the suite or building. Deliver, pick-up, and distribute internal mail and packages for the RD office.

Administrative Support: Manage and hire all Research Development Student Associates. Supervise student worker schedules, tasks, and timesheet submission. Serve as backup scheduling and calendar support to Deputy VPR. Manage the Research Development inventory year-round and complete annual inventory process. Maintain a current list of all Research Development owned equipment (computers and peripherals) and staff technology assignments.

Communications & Engagements: Assist the Research Development Executive Assistant in organizing the monthly RD - All Portfolio meeting. Manage Research Development conference room calendars and act as point of contact for conference room technology. Prepare and serve refreshments for meetings when requested. Support RD guests with parking and parking passes. Assist Research Development Executive Assistant with planning and executing team building and team culture activities. Manage various Research Development email inboxes and forward emails as appropriate ensuring excellent customer service. Responsible for collecting content, preparing, and disseminating the monthly Research Development Newsletter. Serve as backup to RD Executive Assistant in supporting internal RD team meetings, including creating meeting agendas, adding operational updates, taking notes during meetings, and sending action item recaps following meetings.

Financial Administration: Manage monthly ProCard reconciliation, including collective and reviewing supporting receipts, resolving discrepancies, and ensuring transactions are properly documented and reconciled. Process eShip Global vouchers

Other Duties: Assist with various Research Development projects and contribute to the overall success of the OVPR Research Development portfolio by performing other duties as assigned.

Required Qualifications

High school Diploma or GED and 5 years' administrative experience.

Demonstrated proficiency with Zoom and Microsoft Office software tools: Excel, PowerPoint, Word, Outlook, and Teams.

Impeccable attention to detail, with a commitment to being organized and managing logistics.

Effective communication, with excellent and respectful oral, written, and interpersonal skills.

Dependable with active listening skills to provide positive customer service experience.

Punctual.

Quick learner.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Experience with advanced administrative functions.

At least one year of experience in higher education.

Demonstrated experience in taking initiative and seeking solutions within boundaries of the role, including understanding when to rely on independent judgment and when to collaborate in decision making.

Working knowledge of UT's policies, procedures, and systems.

Demonstrated abilities in strong problem-solving skills and execution.

Willingness to learn other technologies as necessary.

Experience with Microsoft SharePoint platform.

Prior project management experience.

Prior supervisory experience.

Salary Range

$48,000 + depending on qualifications

Working Conditions

Standard office conditions. Repetitive use of keyboard. Manual dexterity.

Required Materials

Resume 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 and 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) and 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.

Company Information

Start Here, Change the World At The University of Texas at Austin, tradition meets innovation in the heart of a city that frequents lists of the best places to live and work. Named by Forbes as one of America's Best Large Employers for the sixth year in a row in 2025, UT offers both a dynamic work environment and a gateway to vibrant local culture. Whether you're at the forefront of the student experience, conducting world-changing research or supporting the engine that drives Texas’ flagship university, working at UT means making a lasting impact on our city, our state and our world. Our more than 20,000 faculty and staff empower 55,000+ students to challenge ideas, pursue passions and shape their futures. Joining UT, you’ll become part of a community dedicated to making a meaningful impact on campus and throughout the world.

Looking for a student job? Please see our Student Employment site.

Comments and Inquiries: Email comments to [e-mail]. For questions or concerns regarding equal opportunity only, contact Equal Opportunity Services.

Additional information for applicants can be found on the Human Resources web page: Applying for Employment. For more job information, call the Human Resource Service Center at [phone], or toll-free at [phone]. UT Austin is a Tobacco-free Campus