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Grants and Contracts Senior Administrative Associate

University of Texas at Austin
Austin, TX
Grants and Contracts Senior Administrative Associate Location Austin, TX (Downtown area) : Job Posting Title: Grants and Contracts Senior Administrative Associate - Hiring Department: Population Research Center - Position Open To: All Applicants - Weekly Scheduled Hours: 40 - FLSA Status: Non-Exempt - Earliest Start Date: Oct 25, 2025 - Position Duration: Expected to Continue - Location: UT MAIN CAMPUS - Job Details: General Notes What benefits do I receive with UT? The university offers an impressive benefits package. For more details on benefits, please see: and . This position is eligible for a hybrid Flexible Work Arrangement (FWA) (on-campus and remote work). FWA arrangements are subject to manager approval and may shift due to changes in business needs. The remote location must have a reliable internet connection to support working remotely. UT policies on Flexible Work Arrangements are available at . For more information about the College of Liberal Arts, please visit: . Our college seeks to build a supportive, growth-minded community and cultivate outstanding and courageous leaders. For more information on the college staff leadership academy, please visit: . For more information on college staff professional development, please visit: . Purpose The primary function of this position is to provide complex administrative skills to assist with tasks related to pre- and post-award administration. Start date is as soon as possible. Responsibilities
  • Assist faculty, graduate students, and other research staff in preparing and submitting research proposals and agreements.
  • Contact senior key personnel for CV and appropriate biographical sketches and letters of support.
  • Contact subcontractors for budgetary and proposal documentation needed for submission.
  • Prepare UT electronic forms for review and approval by the Office of Sponsored Projects and act as a liaison between OSP and the Principal Investigator to ensure compliance, completeness of sponsor and UT requirements, and timely approval.
  • Assist PIs with submission of Just in Time information to NIH. Prepare Other Support for key personnel, obtain confirmation of IRB approvals, obtain copies of human subjects certification, and submit to OSP for approval and submission to NIH.
  • Assist faculty and research staff in preparing and submitting research grant progress reports and upload reports to appropriate online systems by required deadlines.
  • Assist with other grant and contract tasks as assigned.
Required Qualifications
  • High school graduation or GED.
  • At least seven years of clerical experience, including one year at either the Administrative Assistant or the Administrative Associate level with a High School Diploma or GED.
  • Strong organizational, communication and problem-solving skills as well as demonstrated ability to interact effectively with faculty, staff and students.
  • Must have the ability to work both as a team member and independently. Ability to take initiative and use independent judgement to carry out tasks.
  • Highly detail oriented with outstanding organizational and time-management skills with ability to manage and prioritize work.
  • Ability to work efficiently under pressure of deadlines with overlapping projects and with frequent interruptions.
Relevant education and experience may be substituted as appropriate. Preferred Qualifications
  • Bachelors degree.
  • Experience with administrative functions at UT Austin.
  • Experience with the UT Austin Define and RMS systems.
  • Experience working in a social science based research center.
  • In-depth knowledge of performing pre- and post-award grant activities, including grant proposal preparation, submission and reporting.
  • Experience working with NIH and NSF grant proposal systems.
Salary Range $50,000 + depending on qualifications Working Conditions
  • Typical office environment
  • Repetitive use of a keyboard at a workstation
  • Opportunity to accommodate a flexible work schedule.
Required Materials
  • Resume/CV
  • 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) [PDF]
  • E-Verify Poster (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.
Posted 2025-10-01

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