Temporary Senior Administrative Associate - Department of Surgery and Perioperative Care - (UTEMPS)

Job Posting Title:

Temporary Senior Administrative Associate - Department of Surgery and Perioperative Care - (UTEMPS)

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Hiring Department:

UTemp Pool

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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, 2024

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

Only competitive applicants selected will be contacted and provided with instructions on the continued application process. This temporary assignment may be filled at any time.  Please no phone calls or emails. The projected end date for this assignment is August 31, 2024. This temporary assignment may transition to regular status. Please note: The Institute for Cardiovascular Health is a division within the Department of Surgery and Perioperative Care. The office location is at Medical Park Tower, 1301 W. 38th Street, Suite 307. There may be an occasional need (1xmonth) for the temporary employee to travel to Ascension Seton Williamson or Ascension Hays Hospital to meet with their faculty member.

Purpose

 To provide high-level administrative and logistical support to senior staff and faculty members in the Department of Surgery and Perioperative Care of the Dell Medical School, specifically in the Division for Cardiovascular and Thoracic Surgery.

Responsibilities

• Serves as primary administrative assistant to multiple faculty members and/or staff leadership in the adult cardiothoracic surgery program. Manages calendars often requiring independent decision-making. Maintain calendars, all appointments, and related logistical details. Directly schedule meetings, including doodle poll/availability compilation. Submits and processes all required UT documentation related to travel, faculty member professional development, events, reimbursements, and purchases using the university's, Dell Medical School's, and the department's existing processes and systems. Utilizes existing UT procurement systems (UT Market, Pro Card, etc.) to order and process Department-related expenses. Clearly tracks submission and receipt of funds in real-time to manage expenses Coordinates travel, including confirming flight and car arrangements, creating itineraries, and processing reimbursements for faculty members, candidates, visitors, and department meetings/events.

• Serve as the first point of contact for faculty members' visitors, make arrangements for official guests, and receive and greet visitors. Use online tools to track responses and attendance. Reserve meeting and event rooms; some events may be outside normal business hours Manage relevant departmental faculty and staff onboarding and transition logistics (phone, IT, office setup, etc.). Compose and prepare relevant business correspondence, reports, presentations, materials, and notices, and assist with follow-up materials as requested. Maintain copies of documents for office files. Responsible for team-focused collaboration and flexible contribution within department-identified priorities. Serves as the primary point of backup and coverage for other administrative team members. Related responsibilities may transition over time as the specific unit needs to grow or shift. Other 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. Experience tracking expenses or keeping organized records. Experience with general office management and office procedures. Advanced proficiency in Microsoft Office. Demonstrated excellent analytical skills, problem-solving ability, and critical thinking skills. Ability to multi-task, and 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 tactfully, clearly, and concisely. Outstanding organizational and time-management skills. Professional demeanor with tact and respect at all times. Ability to address individuals and information with a high degree of sensitivity and confidentiality in various delicate, formal, or urgent situations. Please note: The Institute for Card