Senior Administrative Associate

** Job Posting

Title:

** Senior Administrative Associate**---
- **** Hiring Department:
** Department of Medical Education**---
- **** Position Open To:
** All Applicants**---
- **** Weekly Scheduled

Hours:

** 40**---
- **** FLSA Status:
** Non-Exempt**---
- **** Earliest

Start Date:

** Nov 24, 2025**---
- **** Position Duration:
** Expected to Continue**---
- ***
* Location:

** UT MAIN CAMPUS**---
- **** Job Details:**## General Notes Dell Medical School is seeking 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
** FINANCIAL SUPPORT*
* • 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 the scheduling of travel, maintains record and processes reimbursements and related activities.
• Processes accounts payable transactions including purchase orders (POs), invoice and payment requests, travel authorizations and reimbursements, pro-card reconciliation, vendor setup, and contract documentation.
• Ensures accurate account coding for all payments and maintains compliance with institutional financial policies.
• Provides guidance on financial processes such as vendor setup, purchasing regulations, contract preparation, faculty payments, and general procurement.
• Works with the Executive Director of Education and Operations Manager to develop and implement internal policies and procedures for financial workflows.
** COMMUNICATION MANAGEMENT*
* • Finds and organizes information internal and external to the University to support decision-making and reporting in an efficient manner.
• Handles incoming and outgoing communications, including emails and phone calls.
• Prepares routine, well-written correspondence for distribution and prepares correspondence on behalf of assigned leader(s).
• 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.
** 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 date, coordinating approvals, and sending emails.
** MEETING AND PROJECT COORDINATION*
* • Coordinates with various departments to support project execution.
• Schedules and attends meetings as needed.
• Works collaboratively with Dell Medical School departments, University offices, UT System, other academic and private sector entities to support assigned projects and initiatives.
• Participates in Operations Team meetings, Medical Education Pillar meetings, and other meetings as needed.
• Collaborates with other pillar offices to achieve operational efficiencies*.
*** 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.
• 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; plan catering for lunch meetings and special events; manage contact lists and committee membership lists.
* Other related functions as assigned.
*** MARGINAL OR PERIODIC FUNCTIONS:*
* • Assists with training on applicable UT processes as needed.
• Promotes individual professional growth and development by meeting requirements for mandatory/continuing…