Senior Administrative Associate

University of Texas at Austin

3d • $55,000 • Onsite

About The Position

This position will provide high-level administrative and transactional support to the Education Research Center, in the Department of Educational Leadership and Policy. Ensure consistent application of all departmental, University, and UT systems policies and procedures.

Requirements

• Bachelor's degree and five years of experience at the Administrative Associate level, or high school graduation or GED, and five years of clerical experience, including one year of experience at the Administrative Assistant level.
• Strong interpersonal and problem-solving skills.
• Excellent oral and written communication skills.
• Ability to work independently and as part of a team.
• Ability to interact and maintain productive working relationships with a diverse population of faculty, staff, and students, and maintain a positive and professional demeanor.
• Ability to assess workload, prioritize tasks, and meet deadlines to successfully manage concurrent projects for multiple areas with accuracy.
• Experience with MS Office suite.
• Ability to learn quickly and be flexible.
• Experience arranging events.
• Experience taking ownership of projects and seeing them through to successful completion.
• Ability to undertake and complete tasks with minimal supervision and exhibit individual initiative in meeting the functions of the position.
• Relevant education and experience may be substituted as appropriate.

Nice To Haves

• Experience using UT mainframe accounting system and FRMS.

Responsibilities

• Procurement, Purchasing, & Payments: Responsible for ERC purchasing, procurement, travel, and researcher access fee payments. Order and process Department-related expenses in a timely manner. Work with the Accountant to ensure accurate processing.
• Document and Request Management: Review, evaluate, and prepare incoming documents and ensure proper routing prepare transmittal documents, set up documents for signature complete file set-up and data entry create project status reports, and perform follow-up. Manage FERPA review requests. Manage proposal, extension, and amendment submissions, and researcher onboarding and project and researcher closeouts. Track and document data files each researcher is allowed to access. Routed researcher documents needing signatures through DocuSign. Troubleshoot strategies and challenging issues with researchers and projects. Support internal audits. Assist with administrative tasks and special projects as needed.
• Accounting: Manage folders on the share drive including the policy brief folder. Prepare documents related to travel and reimbursement for travel. Understands how to get things done through formal and informal channels. Work with COE HR with functions related to human resources.
• Website, Inventory & Audit Update documents on the ERC website and send to the IT Coordinator to update the website. Monitor website for accuracy. Keep track of annual downloads from the state agency websites. Provide all necessary/requested documentation for the yearly audit. Track ERC assets, including WORQ Space reports, computer equipment inventory, and computer replacement schedule. Coordinate annual inventory with the Senior Admin Manager and prepare the report for submission.
• Other related duties as assigned.
• Scheduling: Add researchers to the Google Calendar VM use. Keep track of training requirements and expiration, IRB dates, project expiration, and project extension. Track when payments need to be invoiced. Schedule FERPA reviews and by what date the reviews need to be completed
• Project Coordination: Assist in the coordination of ERC required grant reporting Assist with editing reports or grant proposals. Assist ERC staff and faculty by assisting with various projects. Other related duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level