Senior Administrative Associate, Department of Neurology, Dell Medical School

Job Posting Title:

Senior Administrative Associate, Department of Neurology, Dell Medical School

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Hiring Department:

Department of Neurology

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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:

AUSTIN, TX

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Job Details:

General Notes

This position is eligible for flexible work arrangement (on-campus and some remote work). Remote work will require reliable internet access and a suitable workspace free from distractions. 

Purpose

This position will provide administrative and operational support to the core services of the Department of Surgery & Perioperative Care and Department of Neurology at Dell Medical School.   

Responsibilities

• For both departments: support purchasing and procurement activities related to department faculty activities, travel, events, research, recruitment, and special projects.  Follow university purchasing procedures, coordinate delivery of materials and ensure vendor payment.

• Collaborate with the Department, Dell Medical School finance department and serve as point of contact to process purchase requests, cash advances, reconciliations, and payment requests. Create, process and track purchase orders, invoices, vendor payments, contracts, travel authorizations, travel reimbursements, ProCard purchases and other financial transactions as needed for the department.  Manage department inventory processes in conjunction with UT and Dell Med.

• Assist with special projects and any other tasks as business needs arise. Maintain broad organizational perspective to effectively carry out internal and external relationships of the program. Serve as back-up for other staff. Attend meetings, workshops or seminars as required. Additional administrative tasks in support of the programs. Miscellaneous duties as assigned by supervisor, director and/or chair.

• Other related 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.  Prior experience with financial and/or purchasing systems. Experience tracking expenses, keeping records organized and planning events. Highly detailed oriented with outstanding organizational and time-management skills. High level of proficiency with Microsoft Office programs. A self-starter- ability to work efficiently and flexibly in a fast paced environment with minimal guidance. Professional demeanor. Excellent oral and written communication skills with proven ability to effectively communicate with all levels of management and respond to tactfully, clearly, and concisely. Demonstrated problem solving and critical thinking skills. Ability to address individuals and information with sensitivity and confidentiality in various delicate, formal or urgent situations. Must exercise initiative, diplomacy, confidentiality, and judgment. Relevant education and experience may be substituted as appropriate.

 

Preferred Qualifications

Experience with UT Austin financial systems such as DEFINE, UT REQ system, POINT Plus, and any other UT financial and procurement systems. Experience in providing administrative support in an office at UT Austin. Working knowledge of UT Austin business policies and procedures.    

Salary Range

$48,000 + depending on qualifications

Working Conditions

• May work around standard office conditions.

• Repetitive use of a keyboard at a workstation.

• Use of manual dexterity. 

• Climbing of stairs.

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 file