Sr. Administrative Associate

** Job Posting

Title:

** Sr. Administrative Associate**---
- **** Hiring Department:
** Dell Medical School**---
- **** Position Open To:
** All Applicants**---
- **** Weekly Scheduled

Hours:

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

Start Date:

** Immediately**---
- **** Position Duration:
** Expected to Continue**---
- ***
* Location:

** AUSTIN, TX**---
- **** Job Details:
**** 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.
• 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.
** 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.
** 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, 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 date, coordinating approvals, and sending emails.
** FINANCIAL SUPPORT*
* • Processes travel and purchasing, 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 the scheduling of travel, maintains record and processes reimbursements and related activities.
** REQUIRED QUALIFICATIONS
*** High School Diploma/GED
* 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.## SALARY RANGE $49,769+ depending on qualifications## WORKING ENVIRONMENT/EQUIPMENT
* Standard office equipment and environment
* Repetitive use of a keyboard## REQUIRED MATERIALS
* Resume/CV
* 3 work references with their contact information; at least one reference should be from a supervisor
* Letter of interest
** Important*
* ** for applicants who are NOT current university employees or contingent workers:
** You will be prompted to submit your…