Sr. Administrative Associate
The University of Texas at Austin, Austin, TX, United States
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.
Position Overview
Title: Sr. Administrative Associate
Hiring Department: Dell Medical School
Location: Austin, TX
Hours: 40 per week
FLSA Status: Non‑Exempt
Start Date: Immediately
Position Duration: Expected to Continue
Responsibilities
Calendar Management and Scheduling
Manages complex calendars to prioritize the work schedule and flow of work products with fluid re‑prioritization that will often require both independent and collaborative decision‑making.
Performs office administrative functions consistent with the assigned leader(s)’ function, to meet critical deadlines by assessing and deploying the personnel and resources to ensure efficient workflow and work distribution; ensures protocols are followed and deliverables are met.
Works with other key administrative staff to facilitate easy workflow.
Coordinates and schedules visitor travel and agendas; plans catering for lunch meetings and special events; manages contact lists and committee membership lists.
Communication Management
Finds and organizes information internal and external to the University to support decisions‑making and reporting in an efficient manner.
Handles incoming and outgoing communications, including e‑mail and phone calls.
Prepares routine, well‑written correspondence for distribution and prepares correspondence on behalf of assigned leaders.
Maintains accurate and professional correspondence logs, files, information databases, and other tracking systems as necessary.
Acts as liaison between the leader and other staff members.
Meeting and Project Coordination
Conducts necessary research and compiles data for decision‑making.
Coordinates with various departments to support project execution.
Schedules, attends, and takes minutes for meetings as needed.
Works collaboratively with Dell Medical School departments, University offices, UT System, and other academic and private sector entities to support assigned projects and initiatives.
Document Management
Maintains and organizes important documents and records.
Prepares reports, presentations, and other documents as needed.
Ensures confidentiality and security of sensitive information.
Manages assigned databases, entering data, coordinating approvals, and sending e‑mail.
Financial Support
Processes travel, purchasing, and reimbursements.
Manages entries in databases and assists with the preparation and completion of the function’s annual budget.
Processes monthly account reconciliations and variance reports.
Assists in scheduling travel, maintains records, and processes reimbursements and related activities.
Required Qualifications
High School Diploma or GED.
At least 5 years of experience in a supportive administrative/clerical function, including at least 2 years at the Administrative Assistant or Administrative Associate level.
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.
Salary Range
$49,769+ depending on qualifications.
Working Environment / Equipment
Standard office equipment and environment.
Repetitive use of a keyboard.
Benefits
Retirement plan eligibility: 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 finalists 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 need to present acceptable original documents to prove your identity and authorization to work in the United States 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 uses E‑Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for E‑Verify purposes is 854197.
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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.
Position Overview
Title: Sr. Administrative Associate
Hiring Department: Dell Medical School
Location: Austin, TX
Hours: 40 per week
FLSA Status: Non‑Exempt
Start Date: Immediately
Position Duration: Expected to Continue
Responsibilities
Calendar Management and Scheduling
Manages complex calendars to prioritize the work schedule and flow of work products with fluid re‑prioritization that will often require both independent and collaborative decision‑making.
Performs office administrative functions consistent with the assigned leader(s)’ function, to meet critical deadlines by assessing and deploying the personnel and resources to ensure efficient workflow and work distribution; ensures protocols are followed and deliverables are met.
Works with other key administrative staff to facilitate easy workflow.
Coordinates and schedules visitor travel and agendas; plans catering for lunch meetings and special events; manages contact lists and committee membership lists.
Communication Management
Finds and organizes information internal and external to the University to support decisions‑making and reporting in an efficient manner.
Handles incoming and outgoing communications, including e‑mail and phone calls.
Prepares routine, well‑written correspondence for distribution and prepares correspondence on behalf of assigned leaders.
Maintains accurate and professional correspondence logs, files, information databases, and other tracking systems as necessary.
Acts as liaison between the leader and other staff members.
Meeting and Project Coordination
Conducts necessary research and compiles data for decision‑making.
Coordinates with various departments to support project execution.
Schedules, attends, and takes minutes for meetings as needed.
Works collaboratively with Dell Medical School departments, University offices, UT System, and other academic and private sector entities to support assigned projects and initiatives.
Document Management
Maintains and organizes important documents and records.
Prepares reports, presentations, and other documents as needed.
Ensures confidentiality and security of sensitive information.
Manages assigned databases, entering data, coordinating approvals, and sending e‑mail.
Financial Support
Processes travel, purchasing, and reimbursements.
Manages entries in databases and assists with the preparation and completion of the function’s annual budget.
Processes monthly account reconciliations and variance reports.
Assists in scheduling travel, maintains records, and processes reimbursements and related activities.
Required Qualifications
High School Diploma or GED.
At least 5 years of experience in a supportive administrative/clerical function, including at least 2 years at the Administrative Assistant or Administrative Associate level.
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.
Salary Range
$49,769+ depending on qualifications.
Working Environment / Equipment
Standard office equipment and environment.
Repetitive use of a keyboard.
Benefits
Retirement plan eligibility: 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 finalists 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 need to present acceptable original documents to prove your identity and authorization to work in the United States 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 uses E‑Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for E‑Verify purposes is 854197.
#J-18808-Ljbffr