Senior Administrative Associate

Assist Principal Investigator (PI) and research group members with funding proposal preparation and submission including budgets, justifications, bio-sketches, and other necessary forms to ensure all requirements of the funding agency and the university are met. Navigate internal (UT RMS) and external sponsor (NSF, NIH, DOE, industry, foundations, etc.) proposal systems such as Research.gov.Assist with award set-up and fiscal management of awards, which may include grant budgeting, grant modifications (no-cost extensions, reallocations, etc.), annual reporting, and review of expenditures.Assist PI with effort certification.Monitor post award activities to ensure compliance for issues involving allowable costs, cost transfers, budget adjustments and reporting requirements.Work with Discovery to Impact office on non-disclosure requests (NDA) and sponsored research agreements (SRA). Assist with material transfer agreements (MTAs).Monitor account balances, reconcile all research grant accounts on a monthly basis. Process payments, reimbursements, Payee Information Forms (PIF), as well as other accounting documents as needed for group members and PI.Process requests for travel authorizations for PI, research staff and students traveling on grant funding as well as travel reimbursements.Work with PI to determine budget placement of graduate students, postdoctoral fellows, researchers, and handle HR assignments through Workday; work in conjunction with Chemistry administrative office on HR related matters (experience in Workday preferred). Handle J1 / H1B visa requests. Assist new group members with onboarding activities. Review and approve timesheets.Assist PI with group management and operations. Manage correspondence with prospective group members, sending declination and encouragement emails. Oversee letters of recommendation submissions for group members seeing outside endeavors. Coordinate logistics for group meetings and events. Minimal calendaring and scheduling.Other duties as assigned.

Created: 2025-11-15