Senior Administrative Associate, UT Health Austin, Dell Medical School

Job Posting Title:

Senior Administrative Associate, UT Health Austin, 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:

Purpose

To provide administrative and logistical support to the UT Health Austin clinical operations centered around team-focused collaboration and flexible contribution within department-identified priorities. Related responsibilities may transition over time as specific units need to grow or shift.

Responsibilities

• Support calendaring for several senior staff members and serve as the backup for support to the Executive Assistant. Assist 10th floor visitors locating correct conference rooms and offices.

• Regularly monitor supply levels and utilize existing UT procurement systems (UT Market, Pro Card, etc.) to order supplies/materials and process UTHA related expenses. Stock office supplies and break room supplies. Support FedEx shipping. Support materials management/procurement processes from order entry to invoice/payment processing.

• Submit and process all required UT documentation related to travel, reimbursements, and purchases using the university’s, Dell Medical School’s, and UT Health Austin’s existing processes and systems.

• Compose and prepare relevant correspondence, reports, presentations, materials, and notices, and assist with follow-up materials as requested. Develop and maintain dashboards and analyses in Smartsheet, Excel and other software programs. Maintain copies of documents for office files. Present regular status updates on assigned initiatives including escalation of issues, related timelines, and resourcing requirements.

• Assist in the coordination of UTHA-wide events and meetings, including getting quotes from caterers and event venues. Use online tools to track responses and attendance. Reserve meeting and event rooms.

• Perform other related duties as assigned.

Required Qualifications

Bachelor's Degree and three years of experience at the Administrative Assistant level, or high school graduation or GED, and seven years of administrative experience. Prior experience with financial reimbursement and/or purchasing systems. Experience tracking expenses, keeping organized records, and planning events. Experience with general office management and office procedures. Proficiency in Microsoft Office, Smartsheet and other business and analytical software programs. 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 to stakeholders tactfully, clearly, and concisely. Outstanding organizational and time-management skills. Ability to address individuals and information with a high degree of sensitivity and confidentiality in various delicate, formal, or urgent situations. An equivalent combination of relevant education and experience may be substituted as appropriate.

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, Point Plus, and UT Market. More than the required number of years of experience. Related experience in an academic healthcare setting. Start-up experience in any sector. Experience in health care delivery.

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.

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