Senior Administrative Associate

Job Posting Title:

Senior Administrative Associate

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Hiring Department:

Department of Medical Education

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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:

General Notes

UT Health at The Dell Medical School is seeking a Senior Administrative Assistant.

Purpose

Office Administration

• Oversee office supply inventory and place orders.

• Maintain office records and ensure data accuracy.

• Prepare regular reports on office expenses and budgets.

• Process accounts payable, including POs, invoices, payments, travel authorizations, reimbursements, pro-card reconciliations, vendor setups, and contracts. Ensure accurate account coding for all payments.

• Collaborate with the Senior Director and Operations Manager to create departmental policies and improve the workflow for internal financial requests.

Manage Executive Schedules

• Coordinate and maintain executive calendars.

• Schedule and organize meetings, including logistics and materials.

• Handle travel arrangements and itineraries.

Communication Management

• Handle correspondence, including emails and phone calls.

• Draft and edit documents, presentations, and reports.

• Act as a liaison between executives and internal/external stakeholders.

• Answer payment-related questions from Medical Education faculty and staff. Provide guidance on vendor setup, purchasing rules, contracts, faculty payments, and procurement.

Event Coordination

• Plan and execute company events and meetings.

• Coordinate with vendors and service providers.

• Ensure all event logistics are managed effectively.

Marginal or Periodic Functions

• Assist with special projects as needed.

• Update and maintain office policies and procedures.

• Compile data for reports.

• Performs related duties as required.

Other Job Duties may apply as assigned
 

KNOWLEDGE/SKILLS/ABILITIES

• Navigates complex organizational structures, builds strong relationships, and leverages networks to achieve goals.

• Prioritizes tasks, meets deadlines, and manages multiple projects simultaneously.

• Communicates effectively, resolves conflicts, and collaborates with broad teams.

• Drafts clear and concise emails and reports; adapts writing style to audience.

• Analyzes issues, identifies root causes, and develops practical solutions.

Required Qualifications

High school diploma or equivalent. 5 years of relevant administrative experience. Relevant education and experience may be substituted as appropriate.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor’s degree in business administration or related field. 7 years of relevant administrative experience in a healthcare setting. Prior experience using UT Financial Systems such as Define, FRMS, Point Plus, and UT Market orders. Certified Administrative Professional (CAP) certification

Salary Range

$48,000 - $55,000

Working Conditions

• Standard office environment.

• Repetitive use of a keyboard.

• Occasional weekend, overtime, and evening work to meet deadlines.

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.