UTSI Administrative Associate 2 - University of Tennessee System : Job Details

The University of Tennessee Space Institute Office of Grants and Contracts seeks a full-time Administrative Associate 2 to facilitate sponsored programs administration by assisting the department, faculty, and staff with pre-award and post-award functions. This position will be responsible for uploading contracts into the CMS and, when appropriate, working with internal directors to intake contracts and track them through the UTSI and CMS system. One vacancy, regular, full-time position with excellent benefits. Salary dependent upon education and experience.

Duties/Responsibilities:

Proposal Functions

* As required, review RFP/BOA/FOA documents for submission requirements and forms; provide information to PI/submission partners/subcontractors.

* Establish the proposal information in the Cayuse SP database.

* Notify and track PI certification on Cayuse SP proposal workspaces.

* Point of contact for resolution of daily Cayuse system-generated reports to ensure data submitted to the State is accurate.

* Point of contact with the Cayuse Program Manager for Electronic Research Administration.

* Establish electronic accounts and manage any changes for researchers submitting proposal applications to the NIH, the NSF, NASA, etc.

* Provide information to Export Control when indicated by Cayuse reports. Data enables Export Control officer to begin necessary steps/required plans.

* Work with HR to set up user ID profiles for researchers with various systems.

Award Functions

* Work with Finance and Business Managers to obtain GL Budget and prepare email to SPA to request establishment of IRIS workspace for restricted accounts.

* Ensure that all awards to include grants, contracts, NCTE, re-budgets, etc, are disseminated promptly and accurately, status is updated in the database and Cayuse award space is accurately generated/updated.

* Update project white board with award information and create a hard copy project file.

* Intake award documents, and log awards in database.

* Upon request from sponsor, work with PI and/or business manager to complete/submit invention/patent certification form as part of grant/contract close-out process.

* Upon receipt of Schedule of Final Charges, update project folder and move folder from active to inactive file.

* Update Cayuse to indicate project has been closed.

* Build and maintain hard copy file per UTK policy of contract and all pertinent documents to include any amendments to the original contract.

* Build and maintain record of all NDAs, MOUs, etc executed by on behalf of UTSI.

Other Administrative Support

* Maintain proposal/activity log and update department white boards.

* Prepare monthly Grants and Contracts workflow reports for submission to Faculty, as requested by the Executive Director

* Prepare and submit requests for new sponsors to be added to Cayuse.

* Prepare and submit requests for new vendors to be added to Payment Works.

* Monitor office supplies and initiate requests for ordering when supplies are low.

* Monitor the UTSI contracts central mailbox account, determine what is being requested and forward to staff to respond to requests from sponsors.

* Other duties as needed.

Required Knowledge, Skills, and Abilities:

* Highly effective verbal and written communication skills.

* Ability to communicate and interact effectively with faculty, staff and administrators and external sponsor personnel.

* Excellent customer service skills.

* Must have strong ability to prioritize workload and multi-task.

* Ability to work under stressful situations, handle multiple requests and be efficient.

* Ability to work individually and in a team environment.

* Excellent problem-solving skills.

* Ability to learn new concepts and apply them correctly.

* Proficient in Microsoft Office to include Excel (spreadsheet development/reporting functions)

Minimum/Required Qualifications:

* High school diploma or GED and two years of relevant contract experience, or an equivalent combination of education, training, and experience.

* Prior professional office experience.

Preferred/Desired Qualifications:

* Knowledge of proposal processing and award administration.

INSTRUCTIONS TO APPLY: To apply online go to the UTSI Employment website: ( Click on External Applicants in right hand column. Specify search criteria by entering Tullahoma in the Location box or enter the requisition number in the keyword box. Click on the position to view job description and/or apply. External candidates must create a new account to apply. If you have questions, please call the UTSI Human Resources Office at 931-###-#### or email [email protected].

The University of Tennessee is an EEO/AA/Title VI/Title IX/Section 504/ADA/ADEA institution in the provision of its education and employment programs and services. All qualified applicants will receive equal consideration for employment without regard to, and will not be discriminated against on the basis of, race, color, national origin, religion, sex, pregnancy, marital status, sexual orientation, gender identity, age, physical or mental disability, or covered veteran status.

Inquiries and charges of violation of Title VI (race, color, national origin), Title IX (sex), Section 504 (disability), ADA (disability), ADEA (age), sexual orientation, or veteran status should be directed to the Appropriate affirmative action office. Requests for accommodation of a disability should be directed to the campus ADA Coordinator.

Duties/Responsibilities:

Proposal Functions

* As required, review RFP/BOA/FOA documents for submission requirements and forms; provide information to PI/submission partners/subcontractors.

* Establish the proposal information in the Cayuse SP database.

* Notify and track PI certification on Cayuse SP proposal workspaces.

* Point of contact for resolution of daily Cayuse system-generated reports to ensure data submitted to the State is accurate.

* Point of contact with the Cayuse Program Manager for Electronic Research Administration.

* Establish electronic accounts and manage any changes for researchers submitting proposal applications to the NIH, the NSF, NASA, etc.

* Provide information to Export Control when indicated by Cayuse reports. Data enables Export Control officer to begin necessary steps/required plans.

* Work with HR to set up user ID profiles for researchers with various systems.

Award Functions

* Work with Finance and Business Managers to obtain GL Budget and prepare email to SPA to request establishment of IRIS workspace for restricted accounts.

* Ensure that all awards to include grants, contracts, NCTE, re-budgets, etc, are disseminated promptly and accurately, status is updated in the database and Cayuse award space is accurately generated/updated.

* Update project white board with award information and create a hard copy project file.

* Intake award documents, and log awards in database.

* Upon request from sponsor, work with PI and/or business manager to complete/submit invention/patent certification form as part of grant/contract close-out process.

* Upon receipt of Schedule of Final Charges, update project folder and move folder from active to inactive file.

* Update Cayuse to indicate project has been closed.

* Build and maintain hard copy file per UTK policy of contract and all pertinent documents to include any amendments to the original contract.

* Build and maintain record of all NDAs, MOUs, etc executed by on behalf of UTSI.

Other Administrative Support

* Maintain proposal/activity log and update department white boards.

* Prepare monthly Grants and Contracts workflow reports for submission to Faculty, as requested by the Executive Director

* Prepare and submit requests for new sponsors to be added to Cayuse.

* Prepare and submit requests for new vendors to be added to Payment Works.

* Monitor office supplies and initiate requests for ordering when supplies are low.

* Monitor the UTSI contracts central mailbox account, determine what is being requested and forward to staff to respond to requests from sponsors.

* Other duties as needed.