Senior Administrative Associate

Job Posting Title:

----

Hiring Department:

----

Position Open To:

----

Weekly Scheduled Hours:

----

FLSA Status:

----

Earliest Start Date:

----

Position Duration:

----

Location:

----

Job Details:

GENERAL NOTES

The Dell Medical School is looking for a Senior Administrative Associate.

PURPOSE

The Senior Administrative Associate provides high-level advanced and complex administrative support for a department. This role involves managing complex schedules, coordinating meetings, handling correspondence, and maintaining records and is crucial for ensuring efficient office operations and supporting overall organizational goals.

RESPONSIBILITIES

CALENDAR MANAGEMENT AND SCHEDULING

• Manages complex calendars to prioritize the work schedule and flow of work products with fluid reprioritization that will often require both independent and collaborative decision-making.
• Manages conference room scheduling for the Dean's Office, proactively identifying and resolving reservation conflicts before they impact meetings.
• Ensures every conference room is reset, cleaned, and ready for the next use following each meeting or event, including managing AV and furniture set-up/breakdown.
• Coordinates candidate and executive visits, including scheduling interviews and meetings, arranging travel and accommodations, coordinating catered meals, and processing related reimbursements.
• Works with other key administrative staff to facilitate easy workflow.

COMMUNICATION MANAGEMENT

• Serves as the first point of contact for all guests and visitors to the office; manages the flow of traffic through the office and conference rooms.
• Answers them main office line and directs calls appropriately, serving as an information source for the building and internal functions.
• Prepares routine, well-written correspondence, reports, meeting agendas and materials on behalf of the Director of Operations, Dean's Office.
• Maintains accurate and professional correspondence logs, files, information databases, and other tracking systems as necessary. Acts as liaison between department leadership and other staff members; serves as backup administrative support for other executive assistant staff as needed.

MEETING AND EVENT COORDINATION

• Serves as the primary point of contact and on-the-ground lead for all Dean's Office events, from small meetings to large receptions and conferences - coordinating logistics, vendors, and room readiness from start to finish.
• Conducts necessary research and compiles data for decision-making.
• Schedules, attends, and takes minutes for meetings as needed.
• Coordinates travel arrangements for supported team members, including developing itineraries, arranging transportation, hotel bookings, and processing reimbursements.
• Works collaboratively with Dell Medical School departments, University offices, UT System, other academic and private sector entities to support assigned projects and initiatives.
• Makes arrangements for and receives official guests.

DOCUMENT & OFFICE MANAGEMENT

• Owns inventory management for the breakroom and supply room, tracking stock levels and ordering to maintain a consistent, reliable supply of office and kitchen/beverage items.
• Interacts directly with vendors and vendor representatives to place and manage orders.
• Maintains and organizes important documents and records.
• Prepares reports, presentations, and other documents as needed.
• Ensures confidentiality and security of sensitive information.
• Manages incoming/outgoing departmental mail.
• undefinedFINANCIAL SUPPORT (10%)Processes travel and purchasing requests, reimbursements, and vendor payments.Assists with entries related to the department's annual budget, monthly reconciliations, and variance reports.Processes finance-related requests (e.g., OOEFs, RTAs) in accordance with institutional procedures.

Other related duties as assigned.

KNOWLEDGE/SKILLS/ABILITIES

• Skilled in using office tools, databases, and communication platforms to streamline administrative workflows; proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with data entry and CRM tools.
• Demonstrates excellent verbal and written communication skills; ability to draft clear and concise emails, listen actively, and convey information accurately.
• Perceptive in reviewing work, following up on details, and noticing and correcting errors in documents and communications.
• Demonstrated ability to take initiative, identify issues and develop effective solutions.
• Thrives in a dynamic environment, managing multiple priorities while supporting team operations.
• Keeps track of multiple tasks and deadlines, ensuring nothing falls through the cracks.
• Maintains a clean and organized workspace and uses tools to manage time and tasks efficiently.
• Ability to maintain positive relationships with colleagues and stakeholders; collaborates effectively with people across the organization; demonstrates empathy and resolves conflicts amicably.

EDUCATION & EXPERIENCE

MINIMUM QUALIFICATIONS:

Requires a High School Diploma/GED in with at least 5 year(s) of experience in supportive administrative/clerical function, including 2 years of experience at either the Administrative Assistant or the Administrative Associate level. Relevant education and experience may be substituted as appropriate

PREFERRED QUALIFICATIONS:

• Related experience in an academic healthcare setting.
• Working knowledge of UT policies and procedures.
• Advanced proficiency with Microsoft Office.
• Demonstrated problem-solving experience managing complex calendars.

LICENSES, REGISTRATIONS OR CERTIFICATIONS

REQUIRED:

• None.

PREFERRED:

• None.

SALARY RANGE:

$49,768+ depending on qualifications

WORK SCHEDULE:

This is a fully on-site position; remote work is not available. Standard schedule is Monday through Friday, 7:00 AM - 4:00 PM, with occasional evening and weekend hours required to support events and department needs.

WORKING ENVIRONMENT/EQUIPMENT

• Standard office environment
• Repetitive use of a keyboard

REQUIRE MATERIALS

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

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:

----

Retirement Plan Eligibility:

----

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 and 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.