Senior Administrative Associate

Location: Town of Texas
** Job Posting

Title:

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

Hours:

** 40**---
- **** FLSA Status:
** Non-Exempt**---
- **** 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 & 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 & 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
* 7 years clerical experience, including one year at either the Administrative Assistant or the Administrative Associate level with a High School Diploma or GED; OR
* 3 years clerical experience, including one year of experience at either the Administrative Assistant or the Administrative Associate level with a Bachelor's Degree##

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 $50,000 + depending on qualifications## Working Environment
* Standard office 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 resume the first…