Senior Administrative Associate

Job Posting Title:

Senior Administrative Associate

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Hiring Department:

College of Pharmacy

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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:

Apr 01, 2024

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Position Duration:

Expected to Continue

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Location:

SAN ANTONIO, TX

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Job Details:

General Notes

The University of Texas at Austin provides competitive compensation plans plus a comprehensive benefits package that includes: insurance and Teachers Retirement System (TRS) retirement benefits; paid vacation, sick and holiday time off; access to employee professional development and wellness services; the opportunity to qualify for the Public Service Loan Forgiveness (PSLF) federal program; and more.

Please note that this position is located in San Antonio, TX.

This position may occasionally be required to work additional hours or weekends as needed to complete time-sensitive projects or facilitate events and programs. Occasional travel may be required in some cases.

The mission of our College of Pharmacy is to advance discovery, innovation, and patient care; and to provide service to the university, professional and scientific communities, and society. A key part of that mission is our commitment to eliminating disparities, raising awareness, and fostering a culture where everyone has equal opportunities and a sense of belonging.

Purpose

To provide administrative support to the Division of Pharmacotherapy and Translational Sciences, and the College of Pharmacy, in collaboration with other support staff and consultation with the Division Coordinator, Division Heads, and the Assistant Dean for Administration and Business.

Responsibilities

• Provide administrative support for the daily operations of the division, including: answering phones; receiving guests; composing routine correspondence; receive, sort, and distribute mail; attend meetings locally and in Austin as required; and assist other staff with key administrative responsibilities

• Prepare, process, and track orders, requisitions, and reimbursements. Order office supplies and manage inventory. Make arrangements for travel, meals, seminars, interviews, and receptions for invited guests. Assist with planning special events

• Prepare office equipment for daily use, including printers and copy machines. Provide back up assistance to Information Technology (IT) personnel. Submit order requests for telecommunication equipment. Assist with equipment inventory process. Report building maintenance issues to proper service department

• Assist with compliance, annual reports, and special projects. Assist with preparation of faculty appointment documentation and submission. Maintain sensitive and confidential information and files

• Additional duties as assigned

Required Qualifications

• High school diploma or GED and at least three (3) years’ experience with administrative functions

• Proficiency in Microsoft Office, including Word, PowerPoint and Excel

• Proficiency in organization, attention to detail with accuracy, and problem-solving

• Demonstrated ability to work with professional demeanor and communicate effectively on a diverse team in a dynamic, multi- tasking environment

• Willingness to cross-train and be cross-trained

• Ability to work independently and apply appropriate judgment to make decisions without direct supervision

• Relevant education and experience may be substituted as appropriate

Preferred Qualifications

• More than three (3) years’ experience with administrative functions

• Experience with PeopleSoft, Zoom, and Webex. Experience in administrative support in a higher education environment

• Knowledge of and experience in UT Health Science Center mainframe systems, or administrative experience in any UT System institution

Salary Range

$40,000+ depending on qualifications

Working Conditions

• Open office environment

• Repetitive use of a