The University of Texas at Austin Job Posting

This posting is Closed

Senior Administrative Associate

Hiring department Astronomy
Monthly salary $3,166+ depending on qualifications
Hours per week 40.00 Standard from 800AM to 500PM
Posting number 18-03-08-01-9025
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


Assist faculty, researchers, and Department Chair's office in a busy academic department with a large volume of complex administrative tasks, including interfacing with Office of Sponsored Projects on grant proposals and budgets and serving as course scheduler, while exercising a high degree of initiative and judgment.

Essential Functions

Serves as departmental liaison with the Office of Sponsored Projects (OSP) and for other institutions to assists Principal Investigators (faculty and researchers) with the processing and submission of grant proposals in the OSP Research Management System, including preparing and uploading proposal review forms (PRFs), working on budgets, and processing both pre-award and post-award documentation. Serves as the lead staff member for all instructional administrative needs of the faculty and researchers including preparation of undergraduate course materials (MS Office Suite, Adobe, scanning and graphic design support), general correspondence, faculty annual reports and letters of recommendation. Drafts, reviews and edits reports, publications, manuscripts and other documents. Collaborates with the faculty course scheduler to input both undergraduate and graduate course schedules and inventory updates. Coordinates undergraduate and graduate course/student evaluations, room scheduling, and textbook orders. Plans and executes departmental events, scientific symposiums, and oversees weekly colloquium reception setup. Includes the logistical needs, catering orders, and administrative tasks to support the events. Assists with various departmental administrative tasks including updating weekly web and printed calendars, managing departmental room reservations, and directory boards and lists. Recruits, hires, and supervises student employees, assigns daily tasks, and monitors progress.

Marginal/Incidental functions

Occasional travel and off-site project support, other related functions as assigned.

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. Strong written and oral communication skills. Self-starter with demonstrated independent decision-making, flexibility, and problem solving skills. Accurate data entry and attention to detail. Ability managing multiple and overlapping deadlines. Experience working with various constituents, such as faculty, research scientists, and students. Works collaboratively with team. Equivalent combination of relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Experience working with proposals for contracts and grants. Experience with course scheduling. Experience planning and executing events and working with internal and external vendors. Experience supervising student employees. Experience updating web page content. Advanced skills in Microsoft office, such as Excel. Experience with Adobe suite.

Working conditions

May work around standard office conditions Repetitive use of a keyboard at a workstation Use of manual dexterity

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