Job Information
UNIVERSITY OF TEXAS AT AUSTIN Senior Administrative Associate, Cockrell School of Engineering in Austin, Texas
Administrative Management: Serve as primary point of contact for all administrative Program functions as directed by the Program leadership team. Duties include: 1) Exchange Program establish procedures and guidelines for hosting student and faculty exchange visitors from Portugal, and for UT exchange visitors traveling to Portugal; communicate guidelines with exchange visitors and UT hosts; coordinate with staff assigned to exchange visit logistics to ensure all aspects have been addressed; and anticipate and secure lodging options for exchange visitors; coordinate and plan the UT|Portugal Internship Symposium 2) Correspondence manage office correspondence as requested, including communications with various UT and Portuguese stakeholders/collaborators,3) manage event logistics, and 4) Pre- and Post-Award coordinate with counterparts in Portugal on pre-award solicitations and direct questions to Program leadership for resolution; coordinate with, and support, Cockrell School post-award office to set up Letters of Agreement (LOAs) for funded projects.Data Management and Reporting: Maintain and organize current data in management systems that will serve the needs of the Program Leadership team and counterparts in Portugal, including Excel. Perform research and develop graphs, charts, spreadsheets, and associated correspondence and presentation materials to communicate results to leadership. Drive documentation and creation of templates, plans, and frameworks for handling new and existing projects to support efforts of streamlining operations. Document, create and refine work flows.Electronic Record Management: Set up and maintain electronic files of past and current funded awards, LOAs and Amendments to the LOAs by project, and current and past projects/initiatives funded with the UT|Portugal Strategic Investment Fund.Financials Management and Compliance: Proactively identify necessary contract renewals and agreements, maintain records of receipts and expenses, monitor invoices and track reimbursement in coordination with CSE BOA, and prepare reports on funding forecasts.Support Centrally-funded Travel: Coordinate and/or execute submittal of Requests for Travel Authorization and reimbursements for travel as directed by Program leadership.