Job Posting Title:

Senior Administrative Associate

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Hiring Department:

Department of Medical Education

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Non-Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

The Dell Medical School is seeking a Senior Administrative Associate.

Purpose

The Senior Administrative Associate provides high-level administrative support to senior executives and departments within the healthcare system. This role involves managing schedules, coordinating meetings, handling correspondence, and maintaining records. This position is crucial for ensuring efficient office operations and supporting the overall organizational goals.

Office Administration

Oversee office supply inventory and place orders.

Maintain office records and ensure data accuracy.

Prepare regular reports on office expenses and budgets.

Process accounts payable, including POs, invoices, payments, travel authorizations, reimbursements, pro-card reconciliations, vendor setups, and contracts. Ensure accurate account coding for all payments.

Collaborate with the Senior Director and Operations Manager to create departmental policies and improve the workflow for internal financial requests.

Manage Executive Schedules

Coordinate and maintain executive calendars.

Schedule and organize meetings, including logistics and materials.

Handle travel arrangements and itineraries.

Communication Management

Handle correspondence, including emails and phone calls.

Draft and edit documents, presentations, and reports.

Act as a liaison between executives and internal/external stakeholders.

Answer payment-related questions from Medical Education faculty and staff. Provide guidance on vendor setup, purchasing rules, contracts, faculty payments, and procurement.

Event Coordination

Plan and execute company events and meetings.

Coordinate with vendors and service providers.

Ensure all event logistics are managed effectively.

Marginal or Periodic Functions

Assist with special projects as needed.

Update and maintain office policies and procedures.

Compile data for reports.

Performs related duties as required.

Other Job Duties may apply as assigned
 

KNOWLEDGE/SKILLS/ABILITIES

Navigates complex organizational structures, builds strong relationships, and leverages networks to achieve goals.

Prioritizes tasks, meets deadlines, and manages multiple projects simultaneously.

Communicates effectively, resolves conflicts, and collaborates with broad teams.

Drafts clear and concise emails and reports; adapts writing style to audience.

Analyzes issues, identifies root causes, and develops practical solutions.

Required Qualifications

High school diploma or equivalent. 7 years of relevant administrative experience .

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor’s degree in business administration or related field. 3 years of relevant administrative experience in a healthcare setting. Prior experience using UT Financial Systems such as Define, FRMS, Point Plus, and UT Market orders. Certified Administrative Professional (CAP) certification

Salary Range

$48,000 - $52,000

Working Conditions

Standard office environment.

Repetitive use of a keyboard.

Occasional weekend, overtime, and evening work to meet deadlines.

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.

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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.

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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.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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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.

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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.

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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.

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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]

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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.