Senior Administrative Associate

* Coordinates and schedules faculty candidate and visitor travel and agendas; manages contact lists and committee membership lists.
* Coordinates both virtual and onsite meetings/interviews and develops detailed itineraries.
* Plans catering for meetings and special events.
* Performs office administrative functions consistent with assigned leader(s)’ responsibilities to meet critical deadlines by assessing and deploying 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 seamless workflow and provides back-up coverage to ensure continuity of operations.
* Manages complex calendars, prioritizing schedules and work products with fluid reprioritization that often requires both independent and collaborative decision-making, including calendars for key committees (e.g., faculty recruitment review committee).
* Serves as administrative lead for faculty-physician recruitment; plans, organizes, estimates, and monitors recruitment efforts end-to-end on behalf of the department.
* Coordinates regular and ad hoc recruitment review committee meetings with senior department and school leadership.
* Prepares agendas and materials, attends meetings, takes minutes, and tracks action items to completion.
* Conducts research and compiles data to support decision-making (e.g., candidate summaries, cost and timeline estimates, appointment and credential requirements).
* Advises stakeholders on tools, techniques, and methods for estimating recruitment costs and timelines.
* Coordinates with Dell Medical School departments, University offices, UT System, and other academic and private sector entities to support assigned projects and initiatives.
* Assists with department initiatives and other tasks as business needs arise.
* Assists with training on applicable UT processes as needed.
* Promotes professional growth by meeting requirements for mandatory and continuing education and skills competency while supporting department-based goals.
* Serves as a preceptor, mentor, and resource to less experienced staff.
* Adheres to internal controls and reporting structure.
* Performs related duties as required.
* Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and experienced with data entry and CRM tools.
* Skilled in using office tools, databases, and communication platforms to streamline administrative workflows.
* Demonstrates excellent verbal and written communication skills, with the ability to draft clear and concise correspondence.
* Strong attention to detail, including reviewing work, following up on details, and correcting errors.
* Demonstrated ability to take initiative, identify issues, and develop effective solutions.
* Thrives in a dynamic environment while managing multiple priorities.
* Maintains organization and time management systems to ensure deadlines are met.
* Builds and maintains positive relationships and collaborates effectively across the organization.
* High School Diploma or GED with at least five years of experience in a supportive administrative or clerical function, including two years at the Administrative Assistant or Administrative Associate level.
* Relevant education and experience may be substituted as appropriate.
* Experience with faculty or executive-level recruitment coordination.
* Experience coordinating events such as job talks, educational seminars, and presentations.
* Working knowledge of UT Austin procurement policies and procedures.
* Experience providing administrative support within a UT Austin unit.
* Working knowledge of UT Austin business policies and procedures.
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Whether you're at the forefront of the student experience, conducting world-changing research or supporting the engine that drives Texas’ flagship university, working at UT means making a lasting impact on our city, our state and our world.

Our more than 20,000 faculty and staff empower 55,000+ students to challenge ideas, pursue passions and shape their futures. Joining UT, you’ll become part of a community dedicated to making a meaningful impact on campus and throughout the world.

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