Research Administrator

Research Administrator

The Oden Institute is an organized research unit that fosters interdisciplinary programs in computational sciences and engineering, computational medicine, computational geosciences, mathematical modeling, applied mathematics, data science, software engineering, and computational visualization.

Candidates will be considered for either the Research Administrator position or the Senior Research Administrator position based on their experience and qualifications. Candidates will need to upload a resume, letter of interest, and the names of three references to apply for this position. This position will require in-person attendance at the university's main campus. The opportunity to negotiate a flexible work arrangement will be determined based on satisfactory completion of a probationary period. Must be eligible to work in the US on a full-time basis.

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.

Purpose

This position provides comprehensive administrative support to Oden Institute faculty, research centers, and groups, overseeing all aspects of grant and contract administration from pre-award to post-award stages. This role involves making complex decisions, maintaining liaison with university offices and national agencies, managing budgets, assisting in report preparation, and addressing official inquiries as needed.

Responsibilities

• Pre-award and Post-award Administration: Provide support to develop, prepare, and submit research proposals through the Office of Sponsored Projects. Act as liaison between the research center and University departments as well as outside entities on various matters pertaining to proposal preparation and submission and post-award administration. Work with award negotiators to coordinate the facilitation of funded proposals or contracts to ensure execution, proper post-award paperwork submission and account set-up. Coordinate subawards and additional contractual agreements under the award. Aid with all award maintenance needs that arise throughout a project. Monitor expenditures on contracts and grants and assist with preparation of contract/grant reports. Maintain and reconcile spending plans for awarded grants and contracts. Coordinate with the PI and appropriate HR Partner for appointment planning across all account types. Prepare appointment and costing allocation information as needed. Review all salary and tuition transactions for appointment auditing. Meet with PIs on demand for questions on salary compensation. Liaise with HR Partner on new hire questions and paperwork. Assist PIs with subrecipient monitoring and invoicing.
• Travel Coordination: Process travel arrangements for students, postdocs, research staff, visitors, and faculty, while also facilitating reimbursements and assisting with immigration paperwork and housing logistics as needed.
• Event Coordination: Plan and coordinate all activities to successfully execute meetings, conferences, seminars, and workshops. Manage all aspects of seminars and meeting schedules for visitors. Execute the required business contracts with the Contracts Office and set up payment systems with UT Compliance. Provide all logistical and administrative support for these events.
• Procurement: Process purchase requests, returns, and reimbursements, ensuring the proper delivery and documentation of all acquired items, while also maintaining an accurate inventory of group equipment.
• Participate in professional development activities to remain current with relevant university, local, state and federal guidelines and regulations.
• Other related functions as assigned.

Required Qualifications

Research Administrator: Bachelor's degree and at least one year of experience with preparation and submission of sponsored project proposals or administration of project accounts. Experience supporting administrative, financial, or operational functions, including experience comparable to entry-level administrative or coordinator roles.

Senior Research Administrator: Bachelor's degree and at least eight years of progressively responsible professional experience in research administration, including sponsored project administration, financial management, and policy interpretation.

• Demonstrated experience in preparing and processing sponsored project proposals or administration of project accounts.
• Proficient command of the English language, both written and oral, with excellent communication skills.
• Proven experience in preparing budgets, conducting budget analysis, and generating reports.
• Strong problem-solving skills, high level of organizational skills, and attentiveness to detail.
• Proficient use of MS Office Suite, including Excel, Word, and Outlook; and Adobe Professional, along with the ability to navigate various online portals and systems.
• Ability to work both independently and with a team. Demonstrated capability to establish and maintain effective working relationships with various groups in a collegial manner.
• Must be adept at working in a high-volume office environment with multiple deadlines.
• Ability to promote a dynamic and customer service-oriented environment.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Certified Research Administrator (CRA).
• More than the required experience.
• Experience with research proposal preparation and submission to federal agencies including NIH, ARPA-E, DARPA, ONR, DOD, DOE, NSF, and NASA.
• Extensive knowledge of pre-award and post-award administration.
• Demonstrated knowledge of federal, state, and university-sponsored project guidelines and regulations.
• Experience with UT accounting policies and procedures for sponsored projects, prior experience working in a university environment.
• Ability to work without close supervision and demonstrated ability to make decisions.

Salary Range

Research Administrator: $57,000 + depending on qualifications.

Senior Research Administrator: $70,000 + depending on qualifications.

Working Conditions

• May work around standard office conditions
• Repetitive use of a keyboard at a workstation

Required Materials

• Letter of Interest
• Resume/CV
• List of 3 work references with their contact information; at least one reference should be from a supervisor.