Senior Administrative Associate

Job Posting Title:

Senior Administrative Associate

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Hiring Department:

College of Pharmacy

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Non-Exempt

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Earliest Start Date:

Mar 10, 2025

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Position Duration:

Expected to Continue

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Location:

AUSTIN, TX

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Job Details:

The University of Texas at Austin provides competitive compensation plans plus a comprehensive benefits package that includes: insurance and Teachers Retirement System (TRS) retirement benefits; paid vacation, sick and holiday time off; access to employee professional development and wellness services; the opportunity to qualify for the Public Service Loan Forgiveness (PSLF) federal program, and more.

General Notes

Although this position may perform work some work remotely (hybrid), as determined by supervisor and the needs of the college, the Senior Administrative Associate role will require primary on-campus in-person work.

This position will occasionally be required to work additional hours or weekends to complete time-sensitive projects, attend events.

Purpose

The Senior Administrative Associate reports to the Director for Faculty Support and Administrative Services, and helps to support the division of Molecular Pharmaceutics and Drug Delivery, including faculty support, program support, and other general division support. This position will also provide direct administrative support for the i4Health Institute, UTech Dorm Room, and the TherapeUTex core, under the direction of the i4Health Institute Executive Director & Chief Technology Officer, and other institute staff.

Responsibilities

• Provide general administrative and office support to the division. Assist Division Coordinator with support of division faculty, staff, and students. This includes initiating and monitoring human resource transactions in Workday, interactions with Texas Global to coordinate incoming visas, monitor timely completion and approval of timesheets for hourly student employees, purchasing and procard processing, travel arrangements and reimbursements, vendor payments, subscriptions, and registrations, dispersing communications and materials.

• Provide event administrative support to the division, including faculty labs and division wide events, such as the weekly seminar series, student seminars, visiting speaker itineraries, and assisting with related visitor travel needs. i4H events including Advisory Board meeting prep and arrangements, and annual pitch events.

• Provide graduate students with administrative support as needed. Prepare and process student tuition remission benefits (TRB) and scholarships in FRMS.

• UTech Dorm Room and TherapeUTex support to include Workday assignments and renewals, monthly invoicing, check deposits, transfers, maintenance requests, etc.

• Assist with recruiting, hiring, training, and supervising student hourly employees in the division office.

• Other relevant duties as assigned.

Required Qualifications

• High School Diploma (or GED) and at least one year of clerical experience at the Administrative Assistant or Administrative Associate level.

• Experience providing excellent administrative support

• Experience with productivity and collaboration tools such as Microsoft 365 (formerly called Office) applications, specifically Outlook, Excel, Word, and Teams; Zoom or other video meeting platform; and Box or other cloud document sharing.

• Experience in administrative and financial processes such as budgeting, managing expenses, placing orders, paying invoices, reconciling a procurement card statement, etc.

• Experience in human resource processes such as recruiting, hiring, supervising.

Equivalent combination of relevant education and experience may be substituted as