Job Posting Title:
Administrative Manager, Office of Sponsored Projects
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Hiring Department:
Office of Sponsored Projects
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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 Office of Sponsored Projects (OSP) serves as the coordinating office for externally funded research and sponsored projects at The University of Texas at Austin. The mission of OSP is to assist faculty and professional research staff in their efforts to secure and ensure proper stewardship of external funding. We do that by assisting research faculty and staff with the following: proposal review, authorization, and submission; award negotiations and acceptance; account management; close-out, reports, audits, collection; professional development and education; export control, and research compliance.
UT Austin offers a competitive benefits package that includes:
100% employer-paid basic medical coverage
Retirement contributions
Paid vacation and sick time
Paid holidays
Eligible for hybrid telework
Please visit our Human Resources (HR) website to learn more about the total benefits offered.
Purpose
The position involves overseeing central administrative support for the Office of Sponsored Projects. A primary responsibility is managing the administrative team, identifying areas for improvement, and implementing effective solutions. Success in this role will be measured by the prompt and efficient completion of all administrative tasks, as well as ensuring effective communication and appropriate service standards. Additionally, this role oversees special projects and events.
Responsibilities
Oversee the daily operational needs of the office by supervising administrative staff and students and overseeing office administration, including monitoring equipment and supplies, logging and distributing mail, and assisting with events. Supervise the completion of RTAs, travel reservations, conference registrations, and travel reimbursements for OSP staff.
Ensure effective management of internal and external communication by overseeing the OSP general, ERA, and operational email inboxes and phone line. Backup to student staff, Operations and ERA teams for support of OSP mailbox, ERA mailbox, Operations mailbox, and ERA ticketing system.
Manage ERA assistance to UT faculty and staff with various internal and external electronic systems (e.g., UTRMS). Supervise and work closely with OSP ERA team to: establish and maintain central staff and institutional login credentials for access to sponsor systems and internal systems; onboard/offboard OSP staff access to research administration systems; and review, track and transfer institutional records in sponsor portals to ensure continuity of business processes. Provide support to the OSP ERA team with complex pre- and post-award vendor profile setup and management in sponsor systems.
Oversee staff onboarding and off boarding processes in conjunction with other OVPR departments. Supervise equipment deployment logistics, including shipments, and reconcile e-ship global documents (VP9). Coordinate Onboard/Offboard OSP staff access to research administration systems.
Establish and maintain effective processes for the utilization of the Customer Relationship Management system and manage issues intake process.
Analyze existing operational business processes for inefficiencies and bottlenecks; develop and implement improvement strategies. Collaborate with team leads to provide training or documentation as needed, while promoting a culture of continuous improvement across teams.
Oversee day-to-day operational building/space management for OSP. Serve as the lead contact for OSP WPR space coordination, Lock & Key Services contact and lead BACS administrator. Coordinate work and service requests with Facilities. Collaborate with other building space managers to administer building emergency procedures and response plans. Complete space and key audits.
Responsible for managing the OSP inventory year-round and completing the annual inventory process before the deadline. Oversee the OSP records retention process.
Other duties as assigned.
Required Qualifications
Bachelor's degree
At least five years of management experience within a large organization
Demonstrated experience supervising administrative or support staff, including hiring, onboarding, training, performance management, and workflow coordination
Experience performing complex administrative functions
Ability to develop, document, and improve administrative processes and standard operating procedures
Experience successfully managing events and special projects
Excellent organizational, analytical, and problem-solving skills with the ability to manage competing priorities in a fast-paced environment
Strong communication and interpersonal skills, with a customer service orientation
Must be authorized to work in the United States on a full-time basis for any employer
Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
Salary Range
$65,000 + depending on qualifications
Working Conditions
Hybrid work schedule – in-person 3 days/week
May work around standard office conditions
Occasional weekend, overtime and evening work to meet deadlines
Required Materials
Please mark "yes" on the application for required materials. Failure to attach all additional materials listed may affect candidates being considered for the position.
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:
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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.
