The University of Texas at Austin Job Posting

This posting is Closed

Senior Administrative Associate - Assistant Financial Analyst

Hiring department Mechanical Engineering
Monthly salary $4,166+ depending on qualifications
Hours per week 40.00 Flexible from 630AM to 600PM
Posting number 17-09-11-02-9025
Job Status Closed
FLSA status Non-exempt
Earliest Start Date Immediately
Position Duration Funding expected to continue
Position open to all applicants
Location Austin (main campus)
Number of vacancies 1
General Notes

None provided

Required Application Materials

  • A Resume is required in order to apply
  • A Letter of Interest is required in order to apply.
  • A List of 3 References is required in order to apply.

Additional Information


This position serves as the assistant financial coordinator and resource for the Department of Mechanical Engineering.

Essential Functions

Assist faculty with planning for Post-Award Grants and Contracts budgetary needs, creating spending projections, tracking expenditures, reconciling projects monthly, account closeouts, budget transfers, document approval, no cost extensions, cost share reports, work statements, and any other account-specific need, including general troubleshooting. Process all Subaward Contract invoices on a monthly basis for all 26- accounts in ME Research Units (VP2). Process monthly PI account reports. Process monthly expense certifications, faculty effort certifications, assisting with the Faculty Annual Report, generating reports for executive staff as needed, anticipating and identifying emerging problems/issues, and developing detailed plans to counteract or eliminate said issues. Work with Financial Analyst to ensure DEFINE departmental coding is accurate for all accounts affiliated with ME Core Academic Account (reconciling in LMM modules in DEFINE). Processes and manages Departmental and research Purchase Order payments (VP1, Wire Transfers) and non-travel VP2s. Processes VC1 Deposits. Act as back-up for Financial Analyst and Pro-Card/Purchasing Coordinator when they are out for an extended period of time.

Marginal/Incidental functions

Other related functions as assigned. Future supervisory duties possible.

Required qualifications

Bachelor's degree and three years of clerical experience, including one year of experience at either the Administrative Assistant or the Administrative Associate level, or high school graduation or GED, and seven years of clerical experience, including one year at either the Administrative Assistant or the Administrative Associate level. Knowledge of UT policies and procedures; Knowledge of DEFINE; Experience working with grant accounting and financial analysis functions; Ability to work independently and effectively under general supervision; Capable of managing multiple deadline driven projects simultaneously; Ability to work in a fast-paced environment; Familiarity with OSP/SPAA rules and workflow; Previous experience working with multiple faculty on grant budget expenditures; Ability to communicate clearly and effectively; Detailed oriented. Equivalent combination of relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor's degree and five years of clerical experience. More than one year of experience working with post-award grants and contracts at UT Austin. Experience with DEFINE, HRMS, FRMS, POINTPlus, and other UT Austin specific interfaces. Familiarity with OSP and SPAA post-award policies and procedures. Knowledge of FileMaker Pro database software. Experience with UT Austin grants and contract account reconciliation and departmental coding. Familiarity with RMS.

Working conditions

May work around standard office conditions Repetitive use of a keyboard at a workstation Use of manual dexterity Climbing of stairs Lifting and moving Will work in fluorescent lighting.

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