Sr. Administrative Associate, Facilities, Dell Medical School

Job Posting Title:

Sr. Administrative Associate, Facilities, Dell Medical School

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Hiring Department:

Dell Medical School

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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:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

Please note: this position is located off campus at the Dell Pediatric Research Institute.

Purpose
The Senior Administrative Associate will serve as welcome concierge, administrative support, and building manager assistant for the Dell Pediatrics Research Institute (DPRI) and assist in the day-to-day execution of activities.

Responsibilities

• Acquire knowledge of the premises and emergency evacuation protocol. Respond to complaints and find the appropriate solution.
• Greet and direct visitors, answer multi-line phone system, and provide general Dell Medical School information. Maintain several conference rooms for DPRI including scheduling and approving calendar requests. Validate parking tickets for visitors. Handle sensitive information with discretion. Process US and campus mail. Receive, coordinate (when necessary) and log in Bulk mail, FedEx and UPS deliveries.
• Provide support to Dell Medical Facilities group with special assignments as needed including space management inventory, and finance. Compose and prepare correspondence and documents and arrange scheduling as directed by Facilities staff.
• Assist Assistant Director of Business Operations with processing various financial transactions including, but not limited to purchase orders, payment requests, payment reclassifications and tenant reconciliations.
• Maintain current email notification list for all Dell Med faculty, staff and affiliates by group & floor inside HLB.  
• Process purchase orders and invoices as directed by Assistant Director of Business Operations.
• Provide primary BACs access processing for HLB.  Provide backup for HTB, HDB and DPRI. Includes training co-workers as necessary
• Other related functions as assigned.

Required Qualifications

• Bachelor’s degree and three years’ of clerical experience at the administrative assistant or administrative associate level or 7 years’ clerical experience, including one year at either the administrative assistant or the administrative associate level.
• One year of experience performing complex administrative functions.
• Demonstrated ability to work with little guidance and be a self-starter.
• Ability to work in fast paced environment.
• Experience using PC or Macintosh computers and Microsoft Office software.
• Demonstrated excellent communication, interpersonal, and customer service skills.
• Demonstrated ability to communicate effectively in person, over the phone, and in writing.
• Demonstrated attention to detail.
• Experience handling and maintaining confidential and sensitive information.

Preferred Qualifications

• Bilingual.
• Experience working with the public.
• Experience working for multiple managers.
• Experience handling multiple tasks and working under deadline pressures.
• Experience working as part of a team in a dynamic environment.
• Experience with Smartsheet.
• Efficiency with Micro soft Excel, and Microsoft Outlook.

Salary Range
$48,000 + depending on qualifications

Working Conditions

• May work around standard office conditions
• May work around biohazards
• May work around chemicals
• Repetitive use of a keyboard at a workstation
• Climbing of stairs
• Lifting and moving
• Occasional weekend, overtime and evening work to meet deadlines

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 time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required