Job Posting Title:

Post-Award Research Administrator

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Hiring Department:

Education - Office of the Dean

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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:

UT MAIN CAMPUS

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Job Details:

General Notes

The university provides employees a competitive benefits package that includes health insurance (premiums covered 100% for full-time benefits-eligible employees), retirement plans, and paid leave, in addition to other programs and services. We offer robust free training access through LinkedIn Learning, professional conference opportunities, expansive employee discount program including athletic tickets. Free access to UT Austin's libraries and museums with staff ID card. Free rides on all UT Shuttle and Austin CapMetro buses with staff ID card. For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards

Purpose

As a member of the College of Education Research Administration (COERA) team, serve as a junior level research administrator. Perform office administrative actions, assist pre-award, award, and post-award team members as necessary, and coordinate research transaction evaluation and grants financial management for faculty, students, and other researchers. The overall goal of this position is to expand the scope of COERA and enhance the college services to create a robust research enterprise within COE. By taking on this role the employee will gain experience that may later lead them to potential growth opportunities within the team.

Responsibilities

Administrative Functions: Provide central email inbox coordination, workflow information dissemination, and electronic file record organization. Establish centralized reminder system for important grant data of reports and due dates. Assist with team meeting scheduling, minutes, and coordination.

Post-Award: In coordination with COERA Senior Award Research Administrator, provide ad hoc projected expenditure report as necessary for appointment and costing planning. Perform budget transfers on sponsored research accounts as needed. Process post-award account actions (end date adjustments, etc). Attend project kickoff meeting and provide guidance on subaward invoicing or other transactional allowability. Assist with any audits involving COE sponsored research accounts. Work with OSP Post-ward to rectify sponsor invoicing and/or receivables issues, as well as provide cost share, invoicing, and financial reporting guidance.

Award Reporting: In coordination with COERA Senior Award Research Administrator, create and explain sponsor financial report of expenditures for Pls utilizing a mixture of DEFINE, Workday, and other financial data. Assist with annual and ad hoc reporting that contains pre and post award financial data. 

Transactions: Assist faculty with subrecipient monitoring and invoicing. Serve as primary point of contact for sponsored project transaction review requests through COERA. Assist PI in interpreting grant needs and restrictions, costing allocation considerations, and appropriate justification documentation and information gathering. Coordinate with appropriate COERA staff on follow-up actions and determinations. Coordinate with appropriate Center or Department staff for further transaction actions.

Appointments: Assist Senior Post-Award Research Administrator with the semesterly appointment process. Coordinate with PI and department for appointment planning across all account types. Assist with preparation of appointment and costing allocation worksheet information. Assist in review of all salary and tuition transactions for semesterly appointment auditing.

Other: Provide sponsor, university, and other regulation updates to faculty as needed. Attend mandatory weekly/monthly meetings for team planning and office functionality. Attend conferences, presentations, and related campus organizations for research administration topics in order to stay abreast of new rules and trends in research administration.

Required Qualifications

Bachelor's degree. Three years of experience in any or all phases of the grant lifecycle.

Demonstrated ability to communicate and interact skillfully with investigators, staff, researchers, and sponsors and work with overlapping projects with sensitive and confidential information.

Ability to promote a dynamic and customer service-oriented environment.

Strong problem-solving skills, high level of organizational skills, and attentiveness to detail.

Willingness to partner with internal and external offices and staff to develop processes that meet sponsor expectations of project performance.

Proficient use of MS Office Suite, including Excel, Word, and Outlook; and Adobe Professional, along with the ability to navigate various online portals and systems.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Three years of experience in financial or post-award research administration. Familiarity with Huron Research Suite, Grants.gov, Research.gov, eRA Commons, and other grant submission portals. Experience with DEFINE, UTRMS, FRMS, and Workday.

Salary Range

$58,000+ depending on qualifications

Working Conditions

Typical office environment. This position provides for work-life balance with a typically 40- hour work week that includes flexible 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.

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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.