Administrative Associate, Molecular Biology

About the Role

Works under direction to assist with management of administrative and/or business functions of department, division, or unit. Provides broad range of administrative support duties for three to four research faculty and their laboratory staff, as well as for Department.

Responsibilities

• Interpretation of extramural sponsor guidelines to submit grant applications and progress reports
• Develops budgets and submits rebudgeting requests and miscellaneous grantor-related requests for SPA review
• Assists faculty with review of their monthly financial reports to review remaining balances, expense details, and personnel salary sources/effort
• Responsible for recording and following up on any financial action items, such as transfer of unallowable charges or personnel sourcing changes
• Processes HCM forms for lab staff personnel actions and requests for visas
• Processes travel arrangements, authorizations, and expense reimbursements
• Processes invoice payments and internal service requests
• Relieves supervisor of various internal administrative duties, which require thorough understanding of, and adherence to functions, programs, and policies of unit and university
• Reviews department policy manuals periodically to update and institute changes as necessary
• May provide comprehensive administrative support to Chairman, Vice Chairman, Director, Department Manager, or other upper level administrator
• Monitors and maintains unit's budget; provides input to supervisor; prepares and submits various budgetary reports; assists supervisor with annual budget process
• May have delegated approval authority for all dollar level expenditures for designated entity; coordinates process for items requiring Chair level approval, and/or has delegated approval authority for these items
• Coordinates supervisor's schedule; makes travel arrangements, plans meeting itineraries, etc. for supervisor or outside visitors
• Coordinates details of faculty and staff recruitment for division
• As directed by supervisor or unit head, initiates personnel action documents, including appointment, termination, and/or salary/title changes
• Coordinates appointment process for foreign nationals
• Pre screens staff applicants; coordinates interview process for supervisor and/or unit head
• Conducts department/division orientation for administrative and technical staff and training of administrative staff
• Coordinates scheduling and use of department/division facilities and assets, including making arrangements for moves and/or renovations, maintaining accurate space records, recommending and/or approving purchase of equipment and furniture, and maintaining inventory files
• Approves vacation and sick leave transactions; interprets V/SL policies for unit's personnel
• Prepares or coordinates preparation of complex reports requiring significant contact with other departments and outside organizations
• Provides professional support for special projects, which may include editorial and administrative support for manuscripts and abstracts for publication; prepares materials for oral and/or written presentations; coordinates and prepares materials for courses, meetings, and conferences; performs Library and Internet research
• May provide assistance in preparing grants and contracts, which may include assistance with budget preparation and/or oversight
• Maintains sub-ledgers and ledgers for various accounts, including reviewing expenditures and encumbrances, reconciling accounts, and ensuring appropriate use of funds
• May provide working supervision for staff of lower rank
• Performs other duties as assigned

Requirements

• High School Diploma
• 4 years related work experience
• May consider higher education completed in lieu of minimum requirements

Benefits

• PPO medical plan, available day one at no cost for full-time employee-only coverage
• 100% coverage for preventive healthcare—no copay
• Paid Time Off, available day one
• Retirement Programs through the Teacher Retirement System of Texas (TRS)
• Paid Parental Leave Benefit
• Wellness programs
• Tuition Reimbursement
• Public Service Loan Forgiveness (PSLF) Qualified Employer