Senior Administrative Associate

Senior Administrative Associate

Dell Medical School

All Applicants

40

Non-Exempt from FLSA

Nov 09, 2026

Expected to Continue

AUSTIN, TX

Dell Medical School is seeking a Senior Administrative Associate.

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.

• 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.
• Schedule and organize meetings, visits, tours, and events, including travel agendas, room reservations, and catering.

• 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.

• Conducts necessary research and compiles data for decision-making.
• Coordinates with various departments to support project execution.
• Supports special events including operational logistics, vendor management, registration, and all other activities related to special-event.
• 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.
• Track and report program metrics to support OIE portfolio management and reporting.

• 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.

• Maintain organized administrative, programmatic, and financial records.

• 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.

• Manage departmental credit card activity, professional development funds, TxHC sub‑accounts, and related Define vouchers in coordination with Finance.

• Assists with training on applicable UT processes as needed.
• Promotes individual professional growth and…