Program Administrator
 The University of Texas at Austin | |
paid holidays, sick time, retirement plan
| |
 United States, Texas, Austin | |
| 101 East 27th Street (Show on map) | |
 Sep 03, 2025 | |
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Job Posting Title: Program Administrator---- Hiring Department: Oden Institute---- Position Open To: All Applicants---- Weekly Scheduled Hours: 40---- FLSA Status: Exempt---- Earliest Start Date: Immediately---- Position Duration: Expected to Continue---- Location: UT MAIN CAMPUS---- Job Details: General NotesThe Oden Institute is an organized research unit that fosters interdisciplinary programs in computational sciences and engineering, computational medicine, computational geosciences, mathematical modeling, applied mathematics, data science, software engineering, and computational visualization. The University of Texas at Austin is a nationally ranked,tier-one research institution and one of the largest employers in central Texas. UTis located in the heart of Austin, a vibrant city that frequently appears onlists of best cities to live and work. Committed to recruiting and retaining a varied and talented workforce, the university offers competitive salaries and benefits, an extensive support network, and above all, an enriching and highly collaborative community that is deeply passionate about our vision for higher education and public service. UT Austin offers a competitive benefits package that includes:
Please visit ourHuman Resources (HR) websiteto learn more about the total benefits offered PurposeThe Program Administrator provides high-level executive support to Professor Charley Taylor, who is Director of the Center for Computational Medicine and Principal Investigator of the Predictive Modeling in Medicine Lab. The Program Administrator will also provide research funding support for pre-award and post-award projects, working with collaborating faculty within and beyond UT Austin, research staff, as well as grants and contract specialists in managing project initiation and tracking. The Program Administrator will have the opportunity to work closely with other research, clinical, and functional specialists in the Oden Institute for Computational Engineering and Sciences, the Dell Medical School, and the Office of the Vice President for Research, Scholarship and Creative Endeavors (OVPR). ResponsibilitiesPre-award and Post-award Grants Administration: Provide support to develop, prepare, and submit research proposals through the Office of Sponsored Projects. Act as liaison between the research center and University departments as well as outside entities on various matters pertaining to proposal preparation and submission and post-award administration. Work with award negotiators to coordinate the facilitation of funded proposals or contracts to ensure execution, proper post-award paperwork submission and account set-up. Ensure coordination of subawards and other funded contractual agreements. Ensure compliance and consistency within the Institute regarding university and funding agency research policies and procedures.
Travel Coordination: Process travel arrangements for students, postdocs, research staff, visitors, and faculty, while also facilitating reimbursements and assisting with immigration paperwork and housing logistics as needed. Coordinate travel arrangements for the Director, faculty, students, research staff and invited visitors. Develop itineraries, book flights, handle arrangements for ground travel, reserve meeting facilities, hotel arrangements, and other necessary arrangements. Manage and process invoices and reimbursements. Procurement and Accounts: Process purchase requests, returns, and reimbursements, ensuring the proper delivery and documentation of all acquired items, while also maintaining an accurate inventory of group equipment.
Calendar Management & Scheduling: Manage a complex schedule for the Director. Schedule appointments and meetings, resolve conflicts, coordinate resources and assemble appropriate reference and back-up material when needed. Arrange room reservations, catering, and other necessary logistical details. Make sure action items are done. Document and Communication Management: Maintain broad organizational perspective to effectively carry out internal and external relationships of the Center, including working with the offices of Oden Institute and Dell Medical School leadership as needed. Help to maintain and organize document storage locations for Center studies and research agreements and assist with preparation of reports, presentations, and other documents as needed. Manage documents for signature within UT and with outside consultants and collaborators. Help to ensure confidentiality and security of sensitive information. Lab Recruitment of Students, Staff, and Consultants: Execute tasks related to student/postdoc/research staff/consultant recruitment, including but not limited to: coordinating with Oden Institute HR and Contracting/Legal staff on role requests and postings, dossiers, and paperwork in centralized systems. Liaise with Oden Institute and Dell Medicine HR staff on new hire questions and paperwork. Help schedule visits and interviews, collect and process applications and required forms, and be the main point of contact. Collect, manage, and process all invoices and reimbursements. Letters and Written Correspondence: Prepare well-written correspondence on behalf of the Director, including thank you letters to donors, affiliate invitation letters, recommendation letters, and other correspondence. Event Planning: Lead logistical planning for Center sponsored events, including Medical Digital Twins Meeting, and Center for Computational Medicine seminar series and industry affiliate meetings. Arrange room reservations, catering, and all other necessary logistical and payment details. Make sure action items are done, including processing invoices and reimbursements. In coordination with the Oden Institute Administrative and IT teams, contact and collaborate with vendors for catering, space, and other service needs. In coordination with the Oden Institute Communications team, create and circulate communication items for each event, including flyers, promotional emails, and invitations. Other Duties: Participate in professional development activities to remain current with relevant university, local, state and federal guidelines and regulations. Other related duties as assigned. Required Qualifications
Relevant education and experience may be substituted as appropriate. Preferred Qualifications
$75,000 + depending on qualifications Working Conditions
Importantfor 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 thatALLRequired 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 questionspresented 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. | |