Temporary Administrative Associate - Office of Sponsored Projects - (UTEMPS)

Job Posting Title:

Temporary Administrative Associate - Office of Sponsored Projects - (UTEMPS)

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Hiring Department:

UTemp Pool

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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

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue Until May 31, 2024

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

Only competitive applicants selected will be contacted and provided with instructions on the continued application process. This temporary assignment may be filled at any time.  Please no phone calls or emails. The projected end date is May 31, 2024. This temporary assignment may transition to regular status. This is a remote assignment,

Purpose

To provide administrative support to the Contracts and Agreements Team within the Office of Sponsored Projects, specifically in the areas of contracts and agreements handling and processing. Organization and vetting of a high volume of incoming contract documents, assistance in administrative duties related to review, execution, and transmission of various research agreements and associated data management.

Responsibilities

• Responsibilities Manages data entry into the UT-Research Management Suite (UT-RMS) and Research Management System (RMS) for processing of incoming contract awards, outgoing subcontracts, and associated non-financial research agreements. Creates, organizes, and maintains contract files in the office electronic repository. Assists Subaward Compliance Coordinator and Contracts Coordinator in the handling of subcontract administration, specifically through collection and development of subaward compliance documentation, including subrecipient audit monitoring and other subaward evaluation documents, and execution and processing of new subcontract agreements. Assists Contracts Coordinators in the review, execution, and maintenance of contract awards and contract modification actions, including collection of associated research compliance documentation (e.g. IRB, IACUC, etc.) and budgetary information.  

• Facilitates the process for drafting, reviewing, and executing of non-funded agreements, including material transfer, non-disclosure, and data use agreements. Coordinates the collection of associated research compliance documentation (e.g. IRB, IACUC, export control, etc.). Receives, reviews, and coordinates incoming correspondence for the Contracts Team. Coordinates proposal and award transmission activities. Transmits documents to sponsors, faculty, and staff by mail or email. Tracks suspense contract actions and open items, prepares correspondence, opens and distributes mail and email, and prepares documents for signature. Monitors shared correspondence email inbox. Serves as backup for other OSP staff, assists with special projects as required, and assists in the production of reports as needed. Participates in process improvement working groups and committees as requested.

Required Qualifications

Bachelor's degree and one year of experience at the Administrative Assistant level, or high school diploma/GED, and five years of clerical experience, with one year of that experience at the Administrative Assistant level. One year of experience with data entry. One year of experience with MS Word and MS Excel. Must be able to work well with deadline-driven projects on a daily basis. Attention to detail. Experience in operating systems and data management. Demonstrated adaptability and history of service-minded approach to executing job functions. Success working in a team setting and independently in a dynamic work environment. Excellent problem, organizational skills, written and oral communication skills. Demonstrated ability to communicate to a large and diverse population. Demonstrated ability to multi-task and effectively manage concurrent projects with accuracy, communicating to stakeholders regularly. Must be authorized to work in the United States on a full-time basis for any employer.

Preferred Qualifications

Two years of experience with MS Word, MS Excel, and Adobe Acrobat. Two years of experience with data entry. Experience working directly with administrative support tasks related to grants or contracts management. UT Austin experience. Extensive customer service background. Experience working with budgets. Excellent communication and interpersonal skills. Success working in a team setting and independently in a dynamic work environment. Excellent problem, organizational skills, written and oral communication skills.

Hourly Rate

$25.00

Working Conditions

• Attire: Business Casual

• Standard Office Environment, Use of manual dexterity, Repetitive use of a keyboard at a workstation

Work Shift

• Hours per week - 40

• The work schedule is from 8:00 a.m. to 5:00 p.m. M-F

• This is a remote assignment.

Required Materials

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

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.

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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.

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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.

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Background Checks:

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

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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.

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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.

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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) [PDF]
• E-Verify Poster (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.