Senior Administrative Associate, Faculty Affairs

Job Posting Title:

Senior Administrative Associate, Faculty Affairs

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Hiring Department:

Department of Psychiatry

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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 Until Aug 31, 2025

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Location:

AUSTIN, TX

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Job Details:

General Notes

The Department of Psychiatry and Behavioral Sciences at the Dell Medical School is seeking a Senior Administrative Associate, Faculty Affairs. This position has an end date of 08/31/25 with the possibility to renew based upon availability of funding and work performance and will be assigned on-campus with an expectation to report to work on-site during the scheduled work week.

Purpose

The Senior Administrative Associate, Faculty Affairs will provide administrative and operational support broadly to the Department of Psychiatry and Behavioral Sciences, with a particular focus on faculty affairs. Additionally, this position will provide executive administrative support to the Associate Chair of Clinical Operations and must exercise a high degree of initiative, diplomacy, confidentiality, and judgment.

Responsibilities

• Administer recruitment of faculty. Serve as the primary liaison between the department and candidates, maintaining open and effective communication throughout the recruitment process. Monitor and review applications, sharing qualified candidate applications with hiring managers. Respond promptly to inquiries, providing timely updates and conveying important information. Coordinate candidate recruitment visits, working with complex schedules and calendars to create well-organized interview itineraries for candidates and hiring committee members. Provide support to the candidate on the day of the interview. Collaborate with various stakeholders to ensure seamless logistics, including arranging travel, accommodations, and transportation as needed. Support recruitment strategies, including identifying and contacting potential candidates, facilitating the collection of feedback, and continuously seeking opportunities to improve and enhance the recruitment process.

• Manage the calendar of the Associate Chair of Clinical Operations, coordinating and aligning the complex and busy schedules of all parties involved. Assist with preparation of presentations, communications, and other tasks as needed.

• Manage faculty effort. Review faculty leave and professional development requests, ensuring alignment with University of Texas at Austin leave policies. Manage internal tracking and report paid time off. Manage and update faculty and staff cost allocations.

• Promptly field a variety of inquiries from partners, faculty, staff and colleagues. Skillfully manage inter- and intra-departmental communication through email, phone, video conference and other mechanisms. Maintain a high level of confidentiality and professionalism, handling sensitive candidate, faculty, staff, and operational information with utmost discretion.

• Participate in staff meetings and professional development activities.

• Other related duties as assigned.

Required Qualifications

Bachelor's degree and three years of clerical experience, including two years of experience at either the Administrative Assistant or the Administrative Associate level. At least one year of experience in managing calendars. Professional demeanor with tact and respect at all times. Excellent written and verbal communication skills. Capacity to address individuals and responsibilities with a high degree of sensitivity and confidentiality in various delicate, formal, or urgent situations. Ability to interact with peers, executives, department faculty, and other partners in a manner that represents the Dell Medical School positively. Ability to work with and capitalize on a group of professional skills and personalities in a collaborative team environment. Demonstrated excellent analytical skills, problem solving ability and strong critical thinking skills. Sound judgment in decision-making and prioritizing tasks. Flexible and positive attitude while adaptable to change. Ability to succeed in a fast-paced and fluid work environment. Organized and able to manage competing priorities. Resourcefulness in problem solving. Ability to take initiative when faced with complexity and maintain regular, reliable, and punctual attendance. Relevant education an