RD Operations Administrative Associate

Job Posting Title:

RD Operations Administrative Associate

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Hiring Department:

Office of the Vice President for Research, Scholarship and Creative Endeavors

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Non-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

UT Austin offers a competitive benefits package that includes:

• 100% employer-paid basic medical coverage

• Retirement contributions

• Paid vacation and sick time

• Paid holidays

• Hybrid telework available

• Please visit our Human Resources (HR) website to learn more about the total benefits offered.

Purpose

As a member of the Office of the Vice President for Research, Scholarship and Creative Endeavors Research Development team, reporting to the Research Development Operations Manager, serve as administrative support to the Deputy Vice President for Research and the Research Development team.

Responsibilities

Reception

• Greet visitors with a friendly and professional demeanor.

• Provide general support to researchers and guests.

• Keep common areas, conference rooms, and copy room organized, stocked, and clean.

• Proactively assess supplies needs and request orders.

• Act as point of contact for Facilities on behalf of Research Development for any issues within the suite or building.

• Submit work and service requests, as needed.

• Act as point of contact for conference room technology.

Administrative Support to the Deputy VPR

• Provide calendar support.

• Schedule meetings in a timely manner including polling participants.

• Reserve space and coordinate with the Research Development Events team for meetings hosted by the Deputy VPR.

• Provide additional administrative support as needed.

Event & Communications Support

• Responsible for collecting content, preparing & disseminating the monthly Research Development Newsletter to researchers campus-wide.

• Manage various Research Development email inboxes and file/forward emails as appropriate.

• Manage Research Development and conference room calendars.

• Schedule, prepare agendas and send reminders for weekly team meetings and monthly Research Development All-Portfolio meetings.

• Assist Research Development Operations Manager with planning and executing team-building and team culture activities.

Supervision of Student Associates

• Provide guidance, assign tasks, and ensure completion of assigned work.

• Ensure students have submitted timesheets and approve all on a weekly basis.

Other Duties

• Assist with various Research Development projects and contribute to the overall success of the OVPR Research Development portfolio by performing other duties as assigned.

Required Qualifications

• High school Diploma or GED

• At least five years of experience with office support and/or advanced administrative functions.

• Demonstrated proficiency with Zoom and Microsoft Office products: Excel, PowerPoint, Word, Outlook, and Teams.

• Impeccable attention to detail, with a commitment to staying organized and managing logistics.

• Effective communications, with excellent and respectful oral, written, and interpersonal skills.

• Dependable with active listening skills to provide positive customer service experience.

• Quick learner.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Bachelor’s degree. Four years of experience with advanced administrative functions.

• At least one year of experience in higher education.

• Demonstrated experience in taking initiative and seeking solutions within boundaries of the role, including understanding when to rely on independent judgment and when to collaborate in decision making.

• Working knowledge of UT’s policies, procedures, and systems.

• Demonstrated detail orientation, ability to follow-through, and strong problem-solving skills.

• Proficiency in Microsoft Excel, Word, and Outlook and willingness to learn other technologies as necessary.

• Experience with Microsoft SharePoint platform.

• Prior project management experience.

Salary Range

$40,000 + depending on qualifications

Working Conditions

• Standard office conditions.

• Repetitive use of keyboard.

• Manual dexterity.

Required Materials

• Resume

• 3 work references with their contact information; at least one reference should be from a supervisor

• Letter of interest

Please mark “yes” on the application question that asks if additional materials are required. Candidates who fail to attach all additional materials listed, may not be 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:

• 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 2021 report here or obtain a copy at University Compliance Services, 1616 Guadalupe, Suite UTA 2.206, Austin, TX 78701.