Senior Administrative Associate

Job Posting Title:
Senior Administrative Associate
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Hiring Department:
Department of Psychology
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Position Open To:
All Applicants
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Weekly Scheduled Hours:
40
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FLSA Status:
Non-Exempt from FLSA
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Earliest Start Date:
Immediately
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Position Duration:
Expected to Continue
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Location:
UT MAIN CAMPUS
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Job Details:
General Notes
The Department of Psychology brings together outstanding faculty, staff, graduate students, and undergraduate students to advance its scientific and educational missions. This position supports those missions by providing essential financial, sponsored-project, and administrative support to departmental faculty, staff, and research activities.
The university provides employees a competitive benefits package that includes health insurance (premiums covered 100% for full-time benefits-eligible employees), retirement plans, and paid leave, in addition to other programs and services.
For more details, please see:
https://hr.utexas.edu/prospective/benefits and
https://hr.utexas.edu/current/services/my-total-rewards
This position will require in-person attendance at the university's main campus.
Must be eligible to work in the United States on a full-time basis for any employer without sponsorship.
Purpose
The Senior Administrative Associate assists the Business Services Manager in supporting the Department of Psychology's financial and sponsored-project operations through post-award administration, account monitoring, financial reporting, compliance review, and operational support. Working independently on complex grant, financial, and business processes, this role provides financial and process-related support to faculty, staff, and campus partners while exercising sound judgment to monitor accounts, interpret policies, resolve issues, and ensure operational continuity.
Responsibilities
Sponsored Project Administration, Financial Analysis, and Reporting: Coordinate and support the transactional, operational, and financial activities required to manage sponsored-project accounts in compliance with university, sponsor, and departmental requirements. Provide reporting, and support for grant budgets, reconciliations, expenditure monitoring, policy interpretation, and timely resolution of grant-related financial issues. Collaborate with faculty, research staff, the Business Services Manager, OSP, the Dean’s Office, and central administrative units to support informed decision-making, financial compliance, and effective sponsored-project management.
Coordinate account setup requests, credit authorizations, no-cost extensions, subaward processing, budget revisions, cost transfers, financial corrections, and other post-award actions through OSP and university systems.
Review and support financial transactions related to sponsored-project travel, reimbursements, purchasing, payroll, and other grant account activity to ensure accuracy, allowability, and compliance.
Maintain accurate sponsored-project financial records, system entries, documentation, and closeout materials to support timely award administration and audit readiness.
Track expiring awards, pending post-award actions, effort report activity, and required follow-up items to support timely completion of sponsored-project administrative processes.
Assist the Business Services Manager with quarterly sponsored-project financial reports, ad hoc analyses, financial projections, process coordination, and grant-related reporting needs.
Monitor sponsored-project accounts for overdrafts, effort-report concerns, expiring award deadlines, and budget reallocation needs.
Required Qualifications
Bachelor’s degree and at least three (3) years of clerical experience including one year of experience as an Administrative Associate/Assistant.
A high school diploma/GED and at least seven (7) years of clerical experience including one year of experience as an Administrative Associate/Assistant.
Experience reviewing financial activity, reconciling accounts, preparing reports, managing multiple priorities, meeting deadlines, and working independently in a dynamic environment.
Demonstrated ability to analyze financial and operational information, identify issues, interpret policy, and recommend practical solutions.
Strong attention to detail, accuracy, and follow-through in financial transactions and reporting.
Strong written, oral, and interpersonal communication skills, including the ability to explain complex financial or policy information clearly and professionally.
Ability to work independently with minimal supervision, manage competing priorities efficiently, and exercise sound judgment in complex or ambiguous situations.
Demonstrated competency in Microsoft Office Suite and Adobe Acrobat.
Punctuality and good attendance are important.
Working knowledge of UT policies and procedures and familiarity with University of Texas systems, including DEFINE, Workday, FRMS, UT Market, and UTRMS.
Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
Experience with sponsored-project administration, post-award financial management, grant or contract accounting, budget projections, account reconciliations, financial reporting, or research administration in a university setting is preferred.
Experience interpreting, explaining, and consistently applying complex policies and procedures across multiple financial and operational contexts is preferred.
Successful candidates are able to work effectively under pressure while maintaining accuracy, professionalism, and sound judgment, and have experience supporting individuals from a wide range of backgrounds in a university environment.
A demonstrated commitment to continuous learning, process improvement, and knowledge sharing is expected, along with experience coordinating work processes without supervisory authority, such as maintaining documentation, supporting training efforts, testing controls, and contributing to operational improvements.
Salary
$55,000+ (depending on experience)
Working Conditions
May work around standard office conditions
Repetitive use of a keyboard at a workstation
Work Shift
Flexible between the hours of 7am - 6pm.
Required Materials
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 applicati