Administrative Associate

About Utaustin

Company description not provided.

Job Summary

This position plays a critical role in ensuring timely, accurate, and well-documented invoicing for all Applied Research Laboratories (ARL) projects. This position works closely with financial staff, department research administrators, and central university offices to gather required documentation, troubleshoot invoice issues, and submit billing packages in compliance with university, state, federal, and sponsor requirements.

Key Responsibilities

• Coordinate with internal teams to collect and verify all required documentation for sponsor billing, including cost-sharing details, purchase backup, and expenditure support.
• Research and resolve issues related to missing or incomplete billing backup, collaborating with ARL departments and UT offices as needed.
• Submit invoices and billing packages to sponsors and university systems in accordance with required deadlines.
• Maintain organized, accurate electronic records of billing documentation, correspondence, and submissions including backup received, issues with accounts, and rejected invoices.
• Communicate professionally via email and phone to follow up on outstanding items, provide updates, or clarify requirements.
• Perform clerical duties related to Award Management including filing, data entry, updating award folders and other duties assigned in support of the ARL accounting and billing teams including backing up team members with other tasks during peak periods.
• Other related functions as assigned.

Requirements

• High school graduation or GED.
• Five years experience in administrative, financial, or accounting support roles, ideally in a research or university setting.
• Strong attention to detail and ability to manage multiple tasks and deadlines.
• Excellent written and verbal communication skills.
• Comfortable using Microsoft Office (Excel, Outlook, Word) and learning UT systems (FRMS, DEFINE, PointPlus, etc.).
• Applicant must be highly organized and capable of planning and coordinating multiple tasks and managing their time.
• Requires attention to detail, effective problem-solving skills, critical thinking skills, excellent judgment, clear communication, and the flexibility to pivot between tasks.
• 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 in a fast-paced environment under pressure and accept supervision.
• Regular and punctual attendance.
• U.S. Citizenship.
• Applicant selected will be subject to a government security investigation and must meet eligibility requirements for access to classified information.