Administrative Manager
Company: University of Texas at Austin
Location: Austin
Posted on: October 20, 2024
Job Description:
Job Posting Title:Administrative Manager----Hiring
Department:Department of Women's Health----Position Open To:All
Applicants----Weekly Scheduled Hours:40----FLSA
Status:Exempt----Earliest Start Date:Immediately----Position
Duration:Expected to Continue----Location:AUSTIN, TX----Job
Details:General NotesThe Department of Women's Health at the Dell
Medical School is looking for an Administrative
Manager.PurposeUnder 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.ResponsibilitiesManages 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
QualificationsBachelor'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 QualificationsExperience
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
qualificationsWorking 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 interestImportantfor 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.
----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 ,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 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:
- [PDF]
- [PDF]
- [PDF]
- [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
.The Clery Act requires all prospective employees be notified of
the availability of the Annual Security and Fire Safety report. You
may or obtain a copy at University Compliance Services, 1616
Guadalupe Street, UTA 2.206, Austin, Texas 78701.
Keywords: University of Texas at Austin, Killeen , Administrative Manager, Executive , Austin, Texas
Didn't find what you're looking for? Search again!
Loading more jobs...