Research Development Administrative Associate, Office of the Vice President for Research Greater Austin, TX Area

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

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 in to 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.

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). 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.