Administrative Services Officer, Department of Psychology

Job Posting Title:

Administrative Services Officer, Department of Psychology

----

Hiring Department:

Department of Psychology

----

Position Open To:

All Applicants

----

Weekly Scheduled Hours:

40

----

FLSA Status:

Exempt

----

Earliest Start Date:

Apr 21, 2025

----

Position Duration:

Expected to Continue

----

Location:

UT MAIN CAMPUS

----

Job Details:

General Notes

The Department of Psychology is seeking a highly motivated Administrative Services Officer to oversee the Department’s post-awards and assist the Department with the essential and complex processes integral to the success of the Department.

What benefits do I receive with UT?  The university offers an impressive benefits package. For more details on benefits, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards.

For more information about the College of Liberal Arts, please visit: https://liberalarts.utexas.edu/.  

Our college seeks to build a supportive, growth-minded community and cultivate outstanding and courageous leaders. For more information on the college staff leadership academy, please visit:

https://liberalarts.utexas.edu/resources-for-faculty-staff/staff-leadership-academy/.

For more information on college staff professional development, please visit:

https://wikis.utexas.edu/display/larc/Staff+Professional+Development+Fund.

Purpose

To provide post-award accounting and organizational support for the Department of Psychology.

Responsibilities

• Manage all faculty research, grant, and start-up accounts in the department; produce monthly account balance and expenditure reports for faculty; submit expense certifications; serve as primary point of contact for all faculty and researcher accounting and budget issues
• Plan and host annual department information sessions in the areas of department accounting, post-award budgeting, purchasing, and travel
• Process account transfers and corrections, costing allocation changes, and account reconciliations
• Process all tuition payments, scholarships, and fellowships for the department
• Provide post-award grant management support, including budget tracking and guidance, annual grant reporting, account extensions, and human subject research (IRB) approvals
• Serve as department assistant manager: assist in hiring and training department staff; approve DEFINE vouchers and UT Market documents; provide guidance and policy updates to staff who manage purchasing and travel duties
• Other related duties as assigned.

Required Qualifications

• Bachelor's degree and at least 2 years experience in an Executive Assistant position or equivalent OR Bachelor's degree and at least 8 years experience in an Administrative Associate position or equivalent.
• Strong organizational skills and attention to detail.
• Demonstrated ability to manage multiple projects and deadlines.
• Strong interpersonal and communication skills. Willingness to work collaboratively, grow professionally, and adapt to the needs of the department.

Preferred Qualifications

• Bachelor’s degree in business, accounting, or a related field.
• Experience with UT Accounting systems and procedures.
• Experience with DEFINE, FRMS, and Workday systems.

Salary Range

$65,000 - $70,000 depending on qualifications and experience

Working Conditions​

Typical Office Environment

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

Important for 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 that ALL Required 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 questions presented 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:

• E-Verify Poster (English) [PDF]
• E-Verify Poster (Spanish) [PDF]
• Right To Work Poster (English) [PDF]
• Right To Work Poster (Spanish) [PDF]

----

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.