Senior Administrative Associate

Job Posting Title:

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Hiring Department:

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Position Open To:

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Weekly Scheduled Hours:

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FLSA Status:

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Earliest Start Date:

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Position Duration:

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Location:

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Job Details:

The Department of Psychology brings together outstanding faculty, staff, graduate students, and undergraduate students to advance its scientific and educational missions. This position supports those missions by providing essential financial, sponsored-project, and administrative support to departmental faculty, staff, and research activities.

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.

For more details, please see:

https://hr.utexas.edu/prospective/benefits and

https://hr.utexas.edu/current/services/my-total-rewards

This position will require in-person attendance at the university's main campus.

Must be eligible to work in the United States on a full-time basis for any employer without sponsorship.

The Senior Administrative Associate assists the Business Services Manager in supporting the Department of Psychology's financial and sponsored-project operations through post-award administration, account monitoring, financial reporting, compliance review, and operational support. Working independently on complex grant, financial, and business processes, this role provides financial and process-related support to faculty, staff, and campus partners while exercising sound judgment to monitor accounts, interpret policies, resolve issues, and ensure operational continuity.

Sponsored Project Administration, Financial Analysis, and Reporting:Coordinate and support the transactional, operational, and financial activities required to manage sponsored-project accounts in compliance with university, sponsor, and departmental requirements. Provide reporting, and support for grant budgets, reconciliations, expenditure monitoring, policy interpretation, and timely resolution of grant-related financial issues. Collaborate with faculty, research staff, the Business Services Manager, OSP, the Dean's Office, and central administrative units to support informed decision-making, financial compliance, and effective sponsored-project management.

• Coordinate account setup requests, credit authorizations, no-cost extensions, subaward processing, budget revisions, cost transfers, financial corrections, and other post-award actions through OSP and university systems.
• Review and support financial transactions related to sponsored-project travel, reimbursements, purchasing, payroll, and other grant account activity to ensure accuracy, allowability, and compliance.
• Maintain accurate sponsored-project financial records, system entries, documentation, and closeout materials to support timely award administration and audit readiness.
• Track expiring awards, pending post-award actions, effort report activity, and required follow-up items to support timely completion of sponsored-project administrative processes.
• Assist the Business Services Manager with quarterly sponsored-project financial reports, ad hoc analyses, financial projections, process coordination, and grant-related reporting needs.
• Monitor sponsored-project accounts for overdrafts, effort-report concerns, expiring award deadlines, and budget reallocation needs.

• Bachelor's degree and at least three (3) years of clerical experience including one year of experience as an Administrative Associate/Assistant.
• A high school diploma/GED and at least seven (7) years of clerical experience including one year of experience as an Administrative Associate/Assistant.
• Experience reviewing financial activity, reconciling accounts, preparing reports, managing multiple priorities, meeting deadlines, and working independently in a dynamic environment.
• Demonstrated ability to analyze financial and operational information, identify issues, interpret policy, and recommend practical solutions.
• Strong attention to detail, accuracy, and follow-through in financial transactions and reporting.
• Strong written, oral, and interpersonal communication skills, including the ability to explain complex financial or policy information clearly and professionally.
• Ability to work independently with minimal supervision, manage competing priorities efficiently, and exercise sound judgment in complex or ambiguous situations.
• Demonstrated competency in Microsoft Office Suite and Adobe Acrobat.
• Punctuality and good attendance are important.
• Working knowledge of UT policies and procedures and familiarity with University of Texas systems, including DEFINE, Workday, FRMS, UT Market, and UTRMS.
• Relevant education and experience may be substituted as appropriate.

• Experience with sponsored-project administration, post-award financial management, grant or contract accounting, budget projections, account reconciliations, financial reporting, or research administration in a university setting is preferred.
• Experience interpreting, explaining, and consistently applying complex policies and procedures across multiple financial and operational contexts is preferred.
• Successful candidates are able to work effectively under pressure while maintaining accuracy, professionalism, and sound judgment, and have experience supporting individuals from a wide range of backgrounds in a university environment.
• A demonstrated commitment to continuous learning, process improvement, and knowledge sharing is expected, along with experience coordinating work processes without supervisory authority, such as maintaining documentation, supporting training efforts, testing controls, and contributing to operational improvements.

$55,000+ (depending on experience)

• May work around standard office conditions
• Repetitive use of a keyboard at a workstation

Flexible between the hours of 7am - 6pm.

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

Importantfor 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 thatALLRequired 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 questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

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Retirement Plan Eligibility:

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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 and 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.