Senior Administrative Associate, Adult Cardiothoracic Surgery, Dell Medical School

Job Posting Title:

Senior Administrative Associate, Adult Cardiothoracic Surgery, Dell Medical School

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Hiring Department:

Department of Surgery and Perioperative Care

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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:

General Notes

Funded expected to continue, this position is 100% onsite and will be located at Seton Hays Hospital in Kyle, Texas.

Purpose

To provide high-level administrative and logistical support to senior staff and faculty members in the Department of Surgery and Perioperative Care of the Dell Medical School.

Responsibilities

• Serves as primary administrative assistant to multiple faculty members and/or staff leadership in the adult cardiothoracic surgery program. Manages calendars often requiring independent decision-making. Maintain calendars, all appointments, and related logistical details. Directly schedule meetings, including doodle poll/availability compilation.

• Submits and processes all required UT documentation related to travel, faculty member professional development, events, reimbursements, and purchases using the university's, Dell Medical School's, and the department's existing processes and systems. Utilizes existing UT procurement systems (UT Market, Pro Card, etc.) to order and process Department-related expenses. Clearly tracks submission and receipt of funds in real time to manage expenses

• Coordinates travel, including confirming flight and car arrangements, creating itineraries and processing reimbursements for faculty members, candidates, visitors and department meetings/events. Serve as first point of contact for faculty members' visitors, make arrangements for official guests and receive and greet visitors. Use online tools to track responses and attendance. Reserve meeting and event rooms; some events may be outside normal business hours

• Manage relevant departmental faculty and staff onboarding and transition logistics (phone, IT, office setup, etc.). Compose and prepare relevant business correspondence, reports, presentations, materials and notices, and assist with follow-up materials as requested. Maintain copies of documents for office files.

• Responsible for team-focused collaboration and flexible contribution within department-identified priorities. Serves as primary point of back-up and coverage for other administrative team members. Related responsibilities may transition over time as specific unit needs grow or shift. Other duties as assigned.

Required Qualifications

Bachelor's degree and three years of clerical experience, including one year of experience at either the Administrative Assistant or the Administrative Associate level, or high school graduation or GED, and seven years of clerical experience, including one year at either the Administrative Assistant or the Administrative Associate level. One year of full-time equivalent applicable experience may be substituted for each thirty semester hours of college credit earned, or vice versa; however, a minimum of one year of applicable experience is required. Experience tracking expenses or keeping organized records. Experience with general office management and office procedures. Advanced proficiency in Microsoft Office. Demonstrated excellent analytical skills, problem solving ability, and critical thinking skills. Ability to multi-task, operate successfully under high-pressure situations. Ability to work efficiently, accurately, and flexibly in a fast-paced environment with minimal guidance. Excellent verbal and written communication skills with proven ability to effectively communicate with all levels of management and respond tactfully, clearly, and concisely. Outstanding organizational and time-management skills. Professional demeanor with tact and respect at all times. Ability to address individuals and information with a high degree of sensitivity and confidentiality in various delicate, formal, or urgent situations. Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Working knowledge of UT policies and procedures. Experience providing support at the University of Texas in an administrative office. Prior experience using UT Financial Systems such as Define, FRMS, PointPlus and UT Market. More than required number of years of experience. Related experience in an academic healthcare setting.

Salary Range

$45,000 + depending on qualifications

Working Conditions

• Repetitive use of a keyboard at a workstation

• May work around standard office conditions