Job Posting Title:
Award Management Administrative Assistant----
Hiring Department:
Applied Research Laboratories----
Position Open To:
All Applicants----
Weekly Scheduled Hours:
30----
FLSA Status:
Non-Exempt from FLSA----
Earliest Start Date:
Immediately----
Position Duration:
Expected to Continue----
Location:
PICKLE RESEARCH CAMPUS----
Job Details:
Provide administrative and operational support to Award Management by maintaining award records, supporting closeout activities, and ensuring accurate, timely support across IRIS, DEFINE, and internal tracking systems.
Award Maintenance and Documentation
Maintain award activity logs, including awards, funding updates, extensions, and closeout status. Update and track final payment status to ensure completeness and accuracy of award records. Create and maintain physical and electronic award files, including proper organization of award documents, account actions, and closeout documentation. Scan, index, and file documents to ensure records are complete, accessible, and audit-ready.
IRIS Transaction and Data Support
Support posting and processing of financial transactions in IRIS, including allocations, reallocations, and de-obligations. Verify transactions are supported by appropriate documentation and align with DEFINE and internal records. Assist in maintaining consistency between systems and identifying discrepancies requiring correction.
Award Closeout Processing
Support closeout activities across a portfolio of awards, including large-scale closeout initiatives. Verify de-obligations have been completed in DEFINE and confirm that all closeout adjustments are reflected in both DEFINE and IRIS. Track and escalate missing adjustments as needed. Reactivate awards in IRIS when required to process adjustments, confirm appropriate financial and project statuses, post de-obligations, and return awards to final voucher status. Assist in ensuring awards are fully cleared and compliant prior to closeout.
Encumbrance and Financial Cleanup
Work with Award Management staff to identify and clear outstanding encumbrances on closing awards. Support resolution of discrepancies impacting financial accuracy and closeout readiness. Maintain tracking tools to monitor outstanding items and ensure timely follow-up.
Communication and Coordination
Monitor and manage the Award Management inbox. Triage incoming requests, route items appropriately, and track open items to ensure timely resolution and follow-up. Communicate with labs, Grants and Contracts office and internal stakeholders regarding expired and expiring awards, including extensions and closeout requirements. Notify labs of required actions and deadlines related to closeout activities. Maintain clear and documented communication to support tracking and audit requirements.
HS/GED.
Three years of clerical experience.
Experience with basic office software such as Microsoft Office Suite.
Relevant education and experience may be substituted as appropriate.
Applicant must have a dynamic skill set, willing to work with new technologies, be highly organized and capable of planning and coordinating multiple tasks and managing their time. The position will require attention to detail, effective problem-solving skills and excellent judgment. Ability to work independently with sensitive and confidential information, maintain a professional demeanor, work as a team member without daily supervision and effectively communicate with all groups of clients. Able to work under pressure and accept supervision. Regular and punctual attendance.
US Citizen. Selected applicant is subject to government security investigation and must meet eligibility requirements for access to classified information at level appropriate to project requirements of the position.
Associates Degree.
Experience working at UT or another state agency working with federal contracts.
Demonstrated experience working with UT’s DEFINE accounting screens or similar accounting software.
Experience with SearchExpress records retention software or similar.
Intermediate excel skills including managing pivot tables.
Experience working with ARL’s IRIS accounting records and forms or similar shadow system software.
An agency designated by the federal government handles the investigation as to the requirement for eligibility for access to classified information. Factors considered during this investigation include but are not limited to allegiance to the United States, foreign influence, foreign preference, criminal conduct, security violations, drug involvement, the likelihood of continuation of such conduct, etc.
Please mark "yes" on the application question that asks if additional materials are required. Failure to attach all additional materials listed below may result in a delay in application processing.
Visit our website (www.arlut.utexas.edu) for additional information about Applied Research Laboratories.
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.
$35,000-$45,000+/negotiable depending on qualifications.
Standard office conditions
Repetitive use of a keyboard at a workstation
Use of manual dexterity
Possible weekend, evening and holiday work
Possible interstate/intrastate travel
Resume/CV
3 work references with their contact information; at least one reference should be from a supervisor
Letter of interest
Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes.
Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.
----
Employment Eligibility:
Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.----
Retirement Plan Eligibility:
The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.----
Background Checks:
A criminal history background check will be required for finalist(s) under consideration for this position.
----
Equal Opportunity Employer:
The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.
----
Pay Transparency:
The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.
----
Employment Eligibility Verification:
If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.
----
E-Verify:
The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:
----
Compliance:
Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.
The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.