Senior Administrative Associate

Job Posting Title:

Senior Administrative Associate

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Hiring Department:

Department of Medicine

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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:

Sep 02, 2025

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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

The Department of Internal Medicine at the Dell Medical School is looking for a Senior Administrative Associate.

Purpose

The Senior Administrative Associate will provide high-level support to the department of Medicine and the research team. 

Responsibilities

• Craft the monthly Department of newsletter, bi-weekly events emails, and post on the department social media platforms on a weekly basis.

• Assist with daily operational activities for the Department of Medicine office and special projects and any other tasks related to business as needs arise. This includes ensuring the office is tidy, supplies are stocked, and mail has been sorted.

• Coordination and execution of medium to large department functions, events, trainings, workshops, and retreats on and off of the University campus: securing venues, developing invitations and promotional materials, arranging catering, tracking attendance, and taking notes.

• Coordinate travel arrangements for the faculty/staff and invited visitors. Develop itineraries, book flights, handle arrangements with drivers or cars, reserve meeting facilities, hotel lodging, and other necessary arrangements. Process travel reimbursement and other expenses in a prompt manner.

• Provide administrative support to the research team. This includes assisting with recruitment, coordinating meetings, scheduling interviews, collecting and processing application and required forms, and collecting interviewer feedback on candidates. Other related duties as assigned.

Required Qualifications

Bachelor’s degree and at least 3 years of clerical experience, including one year of experience at either the administrative assistant or administrative associate level or high school/GED and 7 years clerical experience, including one year at either the administrative assistant or the administrative associate level. Relevant education and experience may be substituted as appropriate Relevant education and experience may be substituted as appropriate.

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

$45,000+ depending on qualifications

Working Conditions

• May work around standard office conditions.

• Repetitive use of a keyboard at a workstation.

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 Materials have been uploaded.  Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must re