Sr. 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.

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

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

$49,769+ depending on qualifications.

• Standard office equipment and environment.
• Repetitive use of a keyboard.

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.

A criminal history background check will be required for finalists under consideration for this position.

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,…