The University of Texas at Austin Administrative Associate in Austin, Texas

Administrative Associate

Hiring department

Ofc Sponsored Projects

Monthly salary


Hours per week

40.00 Flexible from 700AM to 600PM

Posting number


Job Status Open

FLSA status Non-exempt

Earliest Start Date 05/23/2018

Position Duration Funding expected to continue

Position open to internal applicants only

Location Austin, TX (off-campus)

Number of vacancies 1

General Notes

OSP is permanently located in the West Pickle Research Building (WPR) at 3925 W. Braker Lane.

Required Application Materials

  • A Resume is required in order to apply

  • A Letter of Interest is required in order to apply.

  • A List of 3 References is required in order to apply.

Additional Information


Serve as the first line supervisor support to team members and provide oversight and guidance for invoice processing and financial reporting for research projects at The University of Texas at Austin in the SPAA section of Office of Sponsored Projects.

Essential Functions

Serves as first line supervisor to team members. Acts as first approver for team member's time sheets. Provides information and assistance via telephone and email to UT Austin departments and sponsors of research projects awarded to the University. Responsible for quality assurance review of invoices and financial reporting prepared by other team members. Responsible for duty assignment for invoice and fiscal report preparation. New account setups and updating accounts in DEFINE. Responsible for assisting in the semi-annual account archiving project for award series supported by his or her team.

Marginal/Incidental functions

Other related functions as assigned.

Required qualifications

High school graduation or GED, and five years of clerical experience, including one year of experience at the Administrative Assistant level or Bachelor's degree and one year of experience at the Administrative Assistant level. A combination of one year experience as a clerical supervisor or performing complex administrative functions. Demonstrated experience in account reconciliation, billing and reporting of expenditures. Customer service experience with strong problem solving skills. Experience using computerized online information resources. Experience with Excel spreadsheets, Microsoft Word, Outlook, DEFINE and creating VJ1, VJ9 and VT6 documents. Must eligible to work in the United States for any employer on a full-time basis. Equivalent combination of relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor's Degree or college coursework. Demonstrated excellent written and oral communication skills. Demonstrated ability to work on multiple tasks simultaneously, many with deadlines. Demonstrated willingness to accept direction from several individuals and possess the flexibility to work effectively with changing priorities. Ability to take initiative, work with limited supervision and to provide quick responses to UT department and sponsors of research projects in an often stressful environment.

Working conditions

May work around standard office conditions

Repetitive use of a keyboard at a workstation

A criminal history background check will be required for finalist(s) under consideration for this position.

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.

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.

If hired, you will be required to complete the federal Employment Eligibility Verification form, I-9. You will be required to present acceptable, original documents to prove your identity and authorization to work in the United States. Information from the documents will be submitted to the federal E-Verify system for verification. Documents must be presented no later than the third day of employment. Failure to do so will result in dismissal.

UT Austin is a Tobacco-free Campus