Senior Contracts Associate

University of Texas at Austin; Austin (TX); On-site; USD 52,000 - 58,000; Full time

Job summary

University of Texas at Austin’s Applied Research Laboratories seeks a Senior Contracts Associate to provide administrative support to the contracts team, ensuring smooth office functions and meticulous record-keeping within IRIS and related systems. This role reports to the Contracts manager and labs.

Responsibilities include processing grants and contract awards, managing subaccounts, generating reports, and handling close-out documentation, with a focus on accuracy and compliance.

Qualifications

• HS/GED.
• Seven years of related administrative experience.
• Excellent interpersonal skills and professional demeanor.
• Excellent communication skills, both written and oral.
• 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.

Responsibilities

• Process grant and contract awards, modifications, and deobligations utilizing IRIS and UTRMS for recording funding; distribute award notifications to labs and offices.
• Communicate with awards management to set up new accounts, distribute subaccounts, and assign projects.
• Use IRIS to run monthly patent reports and distribute to Grants and Contracts manager and sponsors; perform office duties including PO's and reimbursements.
• Utilize the Procurement Integrated Enterprise Environment to download awards/modifications for review by specialists.
• Process close-out requirements and record deliverables in IRIS after coordinating with labs and sponsors.
• Update the proprietary Excel document for awards utilizing advanced Excel skills.
• Perform other duties as assigned.

Skills

Interpersonal skills

Written and oral communication

Deadlines pressure handling

Microsoft Office

Education

HS/GED

Bachelor's degree

Tools

Microsoft Office

Job description

Job Posting Title:

Senior Contracts Associate

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Hiring Department:

Applied Research Laboratories

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Non-Exempt from FLSA

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

PICKLE RESEARCH CAMPUS

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Job Details:

Purpose

Provide administrative support to Contracts manager and specialists to maintain office functions.

Responsibilities

• Process grant and contract awards, modifications, and deobligations utilizing the IRIS and UTRMS systems for accurate recording of funding; distribute award notifications to the technical labs and administrative offices. Maintain files on current agreements and other documents.

• Communicate with awards management to set up new accounts, utilize the IRIS application to distribute subaccounts requested by the labs, and assign projects.

• Utilize IRIS to run monthly patent report list for review by Grants and Contracts manager and distribute to sponsors. Perform administrative duties for the office, including purchase orders and reimbursements, submission of work requests.

• Utilize the Procurement Integrated Enterprise Environment government database to download awards and modifications and distribute for review by grants and contracts specialists before processing.

• Process documents by communicating with labs and the Office of Naval Research and other sponsors to complete close-out requirements, and record project deliverables in IRIS.

• Update the proprietary Excel document for awards utilizing advanced Excel skills.

• Other functions as assigned.

Required Qualifications

• HS/GED.

• Seven years of related administrative experience.

• Excellent interpersonal skills and professional demeanor.

• Excellent communication skills, both written and oral.

• 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.

US Citizen. Applicant selected will be subject to a government security investigation and must meet eligibility requirements for access to classified information at the level appropriate to the project requirements of the position.

Preferred Qualifications

• Bachelor's degree and at least 3 years of experience and one year at theAdministrative Assistant or the Administrative Associate level.

• 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).

General Notes

An agency designated by the federal government handles the investigation as to the requirement for eligibility for access to classified information. Factors considered during this investigation include but are not limited to allegiance to the United States, foreign influence, foreign preference, criminal conduct, security violations, drug involvement, the likelihood of continuation of such conduct, etc.

Visit our website www.arlut.utexas.edu for additional information about Applied Research Laboratories.

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.

Salary Range

$52,000-$58,000+/negotiable depending on qualifications.

Working Conditions

• Standard office conditions

• Repetitive use of a keyboard at a workstation

• Use of manual dexterity

• Possible weekend, evening and holiday work

• Possible interstate/intrastate travel

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.

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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]

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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.