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Administrative Associate 2

2 months ago

Tullahoma, Tennessee, United States University of Tennessee Full time
Job Summary

We are seeking an experienced Administrative Associate 2 to join our team at the University of Tennessee Space Institute. The successful candidate will be responsible for facilitating sponsored programs administration by assisting the department, faculty, and staff with pre-award and post-award functions.

Key Responsibilities
  • Proposal Functions
    • Review RFP/BOA/FOA documents for submission requirements and forms; provide information to PI/submission partners/subcontractors.
    • Establish the proposal information in the Cayuse SP database.
    • Notify and track PI certification on Cayuse SP proposal workspaces.
    • Point of contact for resolution of daily Cayuse system-generated reports to ensure data submitted to the State is accurate.
    • Point of contact with the Cayuse Program Manager for Electronic Research Administration.
    • Establish electronic accounts and manage any changes for researchers submitting proposal applications to the NIH, the NSF, NASA, etc.
    • Provide information to Export Control when indicated by Cayuse reports. Data enables Export Control officer to begin necessary steps/required plans.
    • Work with HR to set up user ID profiles for researchers with various systems.
  • Award Functions
    • Work with Finance and Business Managers to obtain GL Budget and prepare email to SPA to request establishment of IRIS workspace for restricted accounts.
    • Ensure that all awards to include grants, contracts, NCTE, re-budgets, etc, are disseminated promptly and accurately, status is updated in the database and Cayuse award space is accurately generated/updated.
    • Update project white board with award information and create a hard copy project file.
    • Intake award documents, and log awards in database.
    • Upon request from sponsor, work with PI and/or business manager to complete/submit invention/patent certification form as part of grant/contract close-out process.
    • Upon receipt of Schedule of Final Charges, update project folder and move folder from active to inactive file.
    • Update Cayuse to indicate project has been closed.
    • Build and maintain hard copy file per UTK policy of contract and all pertinent documents to include any amendments to the original contract.
    • Build and maintain record of all NDAs, MOUs, etc executed by on behalf of UTSI.
  • Other Administrative Support
    • Maintain proposal/activity log and update department white boards.
    • Prepare monthly Grants and Contracts workflow reports for submission to Faculty, as requested by the Executive Director.
    • Prepare and submit requests for new sponsors to be added to Cayuse.
    • Prepare and submit requests for new vendors to be added to Payment Works.
    • Monitor office supplies and initiate requests for ordering when supplies are low.
    • Monitor the UTSI contracts central mailbox account, determine what is being requested and forward to staff to respond to requests from sponsors.
    • Other duties as needed.