Senior Administrative Associate

Job Posting Title:

Senior Administrative Associate

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Hiring Department:

Dell Medical School

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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:

PURPOSE

The Senior Administrative Associate provides high-level administrative support to UT Health Austin clinical operations. This role involves managing schedules, coordinating meetings, handling correspondence, and maintaining records. This position is crucial for ensuring efficient office operations and supporting the overall organizational goals.

RESPONSIBILITIES

Manage Executive Schedules

• Coordinate and maintain executive calendars.
• Schedule and organize meetings, including logistics and materials.
• Handle travel arrangements and itineraries.

Office Administration

• Oversee office supply inventory and place orders.
• Maintain office records and ensure data accuracy.
• Prepare regular reports on office expenses and budgets.
• Manage vendor payments and travel reimbursements
• Order and set-up catering for lunch meetings

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.

Event Coordination

• Plan and execute company events and meetings.
• Coordinate with vendors and service providers.
• Ensure all event logistics are managed effectively.

Greet and Assist 10th Floor Visitors

• Assist visitors of HTB 10 in locating offices and conference rooms

Required Qualifications:

• High school diploma or equivalent.
• 5 years of relevant administrative experience.
• 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, reports, and presentations; adapts writing style to audience.
• Analyzes issues, identifies root causes, and develops practical solutions.
• Relevant education and experience may be substituted as appropriate.

Preferred Qualifications:

• Bachelor’s degree in business administration or related field.
• Certified Administrative Professional (CAP) certification
• 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.

Salary Range

$48,540 + depending on qualifications

WORKING ENVIRONMENT/EQUIPMENT

• 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.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resum