Job Posting Title:

Administrative Manager

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Hiring Department:

Department of Women's Health

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

AUSTIN, TX

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Job Details:

General Notes

The Department of Women's Health at the Dell Medical School is looking for an Administrative Manager.

Purpose

Under the supervision of the Associate Director of Research, provides high-level administrative support to the Women’s Health faculty, fellows and residents conducting research and research staff.

Responsibilities

Manages purchasing/payments for research-related initiatives, projects and staff:

Leads the purchase of Tango cards through the coordination of research team, Tango, Dell Med Finance and department’s payment processor.

Identifies the most efficient and cost-effective way to purchase required item or service, selects appropriate payment methods, executes transactions, and tracks transactions.

Works with vendors to generate quotes and invoices.

Creates Purchase Orders.

Processes payments.

Processes reimbursements.

Travels to vendors to purchase and pick-up participant incentives. 

Manages ProCard:

Purchases items needed to support research projects and research study team

Tracks delivery of purchases, saves receipts in Box folder and date stamps receipts using DocuSign.

Submits initial summary reconciliation forms for participant incentives purchased using research ProCard, and then every 6 months after initial purchase, until fully disbursed.

Regularly updates ProCard Log Excel file, used for monthly reconciliation.

Supports monthly ProCard Reconciliation efforts, through organization of log, receipts, obtains IT and OOR approvals for purchase, and ensures alignment of supporting documentation with monthly credit card transactions.

​Provides admin supports of department’s research account management:

Assists with oversight of effort allocation for PIs and research staff.

Maintains log tracking 26-accounts in Smartsheet. 

Maintains log tracking PI expenditures in Smartsheet. 

Maintains log tracking study specific expenditures in Smartsheet. 

Creates/submits cost transfers. 

Creates and submits department’s research-related invoices, and maintains log tracking department’s research-related invoices in Smartsheet. 

Maintains log tracking department’s fellows’ research expenditures in Smartsheet. 

Maintains log tracking department’s residents’ research expenditures in Smartsheet. 

Assists with the creation, submission and maintenance of department’s research contracts, like NDAs, MTAs, DUAs, service agreements and other contracts.

​Provides admin support for hiring and on-boarding research personnel:

Reviews Workday for new applicants, downloads application/resume, uploads and organizes in Box.

Assist with the on-boarding task for research staff new hires. 

Leads onboarding tasks for UT Volunteer Research Assistants. 

Leads onboarding tasks for Ascension Volunteer Research Affiliates. 

Leads onboarding tasks for CUC Research Affiliates.

​Provides admin support for research staff’s professional development:

Maintains log tracking professional development expenditures in Smartsheet.

Purchases items in support of professional development, with approval from Associate Director. 

Renews professional memberships and purchases conference registrations. 

Oversees travel for professional development: Provides logistical support for lodging, airfare, and registration fees, creates RTAs, archives event info for tracking purposes and travel reimbursement.

​Provides admin support of department’s research regulatory management:

Assists PIs with creation, submission and tracking of various regulatory compliance efforts, including the tracking of IBC protocols, IRB protocols, Ascension Seton Site Approval protocols, CUC research protocols, EHS/Biosafety protocols.

Creates and maintains tracking log of required trainings, such as CITI trainings and UT research required trainings for Faculty, Fellows, Residents, Staff and Volunteers.

Provides admin support of department’s research grant management:

Maintains department’s PI’s critical research related documents, such as Biosketch, CVs, Other Support docs and other grant materials, as needed.

Administratively supports grant submissions, through the creation and organization of the budget, justification, letters of support, statement of work, and other supporting documentation.

​Provides admin support for department’s Resident Research Committee (RRC) and Departmental Research Committee (DRC):

Schedules meetings.

Creates meeting agendas and organizes review of monthly submissions for department review. 

Attends meetings, takes notes, disseminates minutes to committee members.

​Supports research outreach and recruitment:

Creates, submits, maintains OOEFs for research recruitment/outreach events.

Coordinates events and purchases/processes reimbursement of food/beverages/flyers for recruitment/outreach events.

​Other admin tasks, as needed:

Creates and updates Standard Operating Procedures (SOPs) for all tasks. 

Handles other complex tasks involving multiple steps, coordination with various stakeholders and navigation through both internal and external systems.

Conducts regular follow-ups and maintains consistent communication with stakeholders throughout the duration of the task until its completion.    

Other related duties as assigned.

Required Qualifications

Bachelor’s degree and at least five years of experience with advanced administrative functions. Effective communicator with excellent oral, written, and interpersonal communication skills. Executive scheduling, calendar management, and travel management experience. Ability to communicate effectively with various constituents; faculty, staff, learners, prominent university and community leaders, and professional organizations. Demonstrated problem-solving skills. Ability to work efficiently and flexibly in a fast-paced environment. Outstanding organizational, prioritizing, and time-management skills. Professional demeanor with tact and respect at all times. Ability to address individuals and information with a high degree of sensitivity and confidentiality in various delicate, formal or urgent situations. Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Experience supporting research administration. Experience supporting clinical research grant submissions and project management. Experience working within The University of Texas at Austin system. Experience working within the Dell Medical School system. Experience working with/within the Ascension Seton system. Experience working with/within the CommUnityCare (CUC) system. Experience working in clinics/hospitals.

Salary Range

$60,000+ depending on qualifications

Working Conditions

May work around standard office conditions.

May work around biohazards.

Repetitive use of a keyboard at a workstation.

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.

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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.