Administrative Associate

Responsibilities

• Coordinate with internal teams tocollect and verify all required documentationfor sponsor billing, including cost-sharing details, purchase backup, and expenditure support.

• Research and resolve issuesrelated to missing or incomplete billing backup, collaborating with ARL departments and UT offices as needed.

• Submit invoices and billing packagesto sponsors and university systems in accordance with required deadlines.

• Maintain organized, accurateelectronic recordsof billing documentation, correspondence, and submissions including backup received, issues with accounts, and rejected invoices.

• Communicate professionally via email and phone tofollow up on outstanding items, provide updates, or clarify requirements.

• Perform clerical duties related to Award Management including filing, data entry, updating award folders and other duties assigned in support of the ARL accounting and billing teams including backing up team members with other tasks during peak periods.

• Other related functions as assigned.

Required Qualifications

• High school graduation or GED

• Five years experience in administrative, financial, or accounting support roles, ideally in a research or university setting.

• Strong attention to detail and ability to manage multiple tasks and deadlines.

• Excellent written and verbal communication skills.

• Comfortable using Microsoft Office (Excel, Outlook, Word) and learning UT systems (FRMS, DEFINE, PointPlus, etc.).

Applicant must be highly organized and capable of planning and coordinating multiple tasks and managing their time. Requires attention to detail, effective problem-solving skills, critical thinking skills, excellent judgment, clear communication, and the flexibility to pivot between tasks. Ability to work independently with sensitive and confidential information, maintain a professional demeanor, work as a team member without daily supervision and effectively communicate with all groups of clients. Able to work in a fast-paced environment under pressure and accept supervision. Regular and punctual attendance.

U.S. Citizenship. Applicant selected will be subject to a government security investigation and must meet eligibility requirements for access to classified information at the level appropriate to the project requirements of the position.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Experience with ARL imaging systems including SearchExpress..

• Experience with UT Austin financial or billing systems (e.g., DEFINE, FRMS, PointPlus).

• Familiarity with federal grant billing, cost-sharing, and backup documentation requirements.

• Ability to work both independently and as part of a collaborative team in a fast-paced environment.

General Notes

An agency designated by the federal government handles the investigation as to the requirement for eligibility for access to classified information. Factors considered during this investigation include but are not limited to allegiance to the United States, foreign influence, foreign preference, criminal conduct, security violations, drug involvement, the likelihood of continuation of such conduct, etc.

Please mark "yes" on the application question that asks if additional materials are required. Failure to attach all additional materials listed below may result in a delay in application processing.

Visit our website (www.arlut.utexas.edu) for additional information about Applied Research Laboratories.

UT Austin offers a competitive benefits package that includes:
* 100% employer-paid basic medical coverage
* Retirement contributions
* Paid vacation and sick time
* Paid holidays

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

Salary Range

$42,000-$48,000+/negotiable based on qualifications.

Working Conditions

• Standard office conditions

• Repetitive use of a keyboard at a workstation

• Use of manual dexterity

• Some weekend, evening and holiday work

• Possible interstate/intrastate travel

Required Materials

• 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.