Temporary Senior Administrative Associate -Information Technology Dell Medical School - (UTEMPS)

Job Posting Title:

Temporary Senior Administrative Associate -Information Technology Dell Medical School - (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 Apr 04, 2025

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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 April 04, 2025. This temporary assignment may transition to regular status.

Purpose

 This position will have a focus on assisting the IT Business office with procurement & payments, backup to the EA for events & scheduling without a huge learning curve to UT payment & procurement systems. The ideal candidate has PointPlus, DEFINE, and UT Market skills in addition to basic MS Office software skills.

Responsibilities

• The IT Business Office Senior Administrative Associate is a highly skilled administrative professional responsible for providing complex and comprehensive support to the IT Business Office and executive teams within IT, coordinates complex meetings/events, handling sensitive communications, preparing reports, and is responsible for the business office financial (procurement & payment) processes with a high level of autonomy and attention to detail.

• Acting as a key point of contact for internal and external stakeholders. Works closely with the IT Business Manager and IT Contract Administrator and provides backup assistance to the EA for CMIO/CDO. To assist the administrator of a sizable department with a large volume of highly complex payment and procurement processes, and to aid in the operation of the department, exercising a high degree of initiative and judgment. Responsible, with minimal supervisory direction, for many complex office processes, and for supplying financial and other factual information from a variety of sources. Produce, maintain, and create reports, spreadsheets, and files for the department.

• Execute timed processes to meet University or State finance/procurement and payment regulations. Supply reports to stakeholders on contract status, payment, and procurement processes, ensuring relevant information is distributed within required deadlines. Assists in building department Knowledge Base guides, policies, and procedures for ITBO SharePoint site. Manages the department finance mailbox, and communicates with vendors, and internal and external stakeholders regarding payments, and procurement of technology and adjunct needs for the IT Business Office. Performs special projects and additional duties as assigned.

• Coordinates events and complicated meetings for the ITBO and IT Team Leadership. Produces itineraries, OOEFs, processes payments, and expense reimbursements, and assists with travel for IT leadership as needed. Serves as new hire on-boarding/off-boarding backup to the IT EA or IT Business Office Manager. Collaborate with the IT Contract Administrator to streamline payment, procurement, and contracting processes. Assists internal and external stakeholders with guidance and information relating to maintenance of financial and technology-related processes involving IT crossover into Dell Med pillar business.

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. Adept in UT financial systems, and broad knowledge of UT System and State payment and procurement rules. Academic medical center experience is a plus. Decision Making and Critical Thinking, Problem-Solving, Service Excellence, Effective Communications, Planning: Tactical, Strategic, Relationship Management. SharePoint, MS Forms or Qualtrics, excellent customer service skills, and attention to detail. Attention to deadlines and excellent time management skills. Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Decision Making and Critical Thinking, Problem-Solving, Service Excellence, Effective Communications, Planning: Tactical, Strategic, Relationship Management. SharePoint, MS Forms or Qualtrics, excellent customer service skills, and atten