Administrative Manager

2 weeks ago

Austin, Texas, United States The University of Texas at Austin Full time
Job Summary

We are seeking an experienced Administrative Manager to join our team at The University of Texas at Austin. The successful candidate will provide high-level administrative support to the Women's Health faculty, fellows, and residents conducting research and research staff.

Key Responsibilities
  • Manage purchasing and payments for research-related initiatives, projects, and staff.
  • Lead the purchase of Tango cards through coordination with research team, Tango, Dell Med Finance, and department's payment processor.
  • Identify efficient and cost-effective ways to purchase required items or services, select payment methods, execute transactions, and track transactions.
  • Work with vendors to generate quotes and invoices.
  • Create Purchase Orders.
  • Process payments and reimbursements.
  • Travel to vendors to purchase and pick up participant incentives.
  • Manage ProCard:
    • Purchase items needed to support research projects and research study teams.
    • Track delivery of purchases, save receipts in Box folder, and date-stamp receipts using DocuSign.
    • Submit initial summary reconciliation forms for participant incentives purchased using research ProCard, and then every 6 months after initial purchase, until fully disbursed.
    • Regularly update ProCard Log Excel file, used for monthly reconciliation.
    • Support monthly ProCard Reconciliation efforts, through organization of log, receipts, obtaining IT and OOR approvals for purchase, and ensuring alignment of supporting documentation with monthly credit card transactions.
  • Provide administrative support for department's research account management:
    • Assist with oversight of effort allocation for PIs and research staff.
    • Maintain log tracking 26-accounts in Smartsheet.
    • Maintain log tracking PI expenditures in Smartsheet.
    • Maintain log tracking study-specific expenditures in Smartsheet.
    • Create and submit cost transfers.
    • Create and submit department's research-related invoices, and maintain log tracking department's research-related invoices in Smartsheet.
    • Maintain log tracking department's fellows' research expenditures in Smartsheet.
    • Maintain log tracking department's residents' research expenditures in Smartsheet.
    • Assist with creation, submission, and maintenance of department's research contracts, like NDAs, MTAs, DUAs, service agreements, and other contracts.
  • Provide administrative support for hiring and onboarding research personnel:
    • Review Workday for new applicants, download application/resume, upload, and organize in Box.
    • Assist with onboarding tasks for research staff new hires.
    • Lead onboarding tasks for UT Volunteer Research Assistants.
    • Lead onboarding tasks for Ascension Volunteer Research Affiliates.
    • Lead onboarding tasks for CUC Research Affiliates.
  • Provide administrative support for research staff's professional development:
    • Maintain log tracking professional development expenditures in Smartsheet.
    • Purchase items in support of professional development, with approval from Associate Director.
    • Reneew professional memberships and purchase conference registrations.
    • Oversee travel for professional development: Provide logistical support for lodging, airfare, and registration fees, create RTAs, archive event info for tracking purposes, and travel reimbursement.
  • Provide administrative support of department's research regulatory management:
    • Assist PIs with creation, submission, and tracking of various regulatory compliance efforts, including tracking of IBC protocols, IRB protocols, Ascension Seton Site Approval protocols, CUC research protocols, EHS/Biosafety protocols.
    • Create and maintain tracking log of required trainings, such as CITI trainings and UT research required trainings for Faculty, Fellows, Residents, Staff, and Volunteers.
  • Provide administrative support of department's research grant management:
    • Maintain department's PI's critical research-related documents, such as Biosketch, CVs, Other Support docs, and other grant materials, as needed.
    • Administratively support grant submissions, through creation and organization of budget, justification, letters of support, statement of work, and other supporting documentation.
  • Provide administrative support for department's Resident Research Committee (RRC) and Departmental Research Committee (DRC):
    • Schedule meetings.
    • Create meeting agendas and organize review of monthly submissions for department review.
    • Attend meetings, take notes, disseminate minutes to committee members.
  • Support research outreach and recruitment:
    • Create, submit, maintain OOEFs for research recruitment/outreach events.
    • Coordinate events and purchase/process reimbursement of food/beverages/flyers for recruitment/outreach events.
  • Other administrative tasks, as needed:
    • Create and update Standard Operating Procedures (SOPs) for all tasks.
    • Handle other complex tasks involving multiple steps, coordination with various stakeholders, and navigation through both internal and external systems.
    • Conduct regular follow-ups and maintain consistent communication with stakeholders throughout the duration of the task until its completion.
    • Other related duties as assigned.

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