HTB Senior Administrative Associate, Facilities, Dell Medical School

Job Posting Title:

HTB Senior Administrative Associate, Facilities, Dell Medical School

----

Hiring Department:

Dell Medical School

----

Position Open To:

All Applicants

----

Weekly Scheduled Hours:

40

----

FLSA Status:

Non-Exempt

----

Earliest Start Date:

Immediately

----

Position Duration:

Expected to Continue

----

Location:

UT MAIN CAMPUS

----

Job Details:

General Notes

This position is located at Health Transformation Building and is 100% on campus. 

Purpose

Serve as welcome concierge, administrative support and assist in the day-to-day execution of activities. 

Responsibilities

• Greet and direct visitors to the correct facilities within Dell Medical School buildings. Answer multi-line phone system. Provide general information/guidance on Dell Medical School facilities at the HTB 1st floor reception desk. Maintain / service several conference rooms for the Health Transformation Building (HTB) including scheduling, ensuring they are clean and stocked with supplies if needed, & approving calendar requests. Validate parking tickets for visitors. Handle sensitive information with discretion. Arrange scheduling with Vendors as directed by Dell Med Facilities staff.  

• Acquire knowledge of the premises and emergency evacuation protocol. Respond to complaints and find the appropriate solution.  

• Maintain an inventory of current up to date maps and other informational handouts necessary to provide to visitors with information about the HTB facilitate and their locations inside the building. Work with Dell Med Communications, Dell Med Marketing, UTHA, and tenants on obtaining and maintaining a current version of this information upon request.  

• Maintain current email notification list for all Dell Med faculty, staff, and affiliates by group & floor inside HTB.  

• Order and restock, as needed, copier paper, office supplies & break room supplies weekly. Monitor and call for service when needed on Dell Medical School copiers. Install toner cartridges in copiers as needed. Accept catering orders for events within Dell Medical School facilities.  

• Provide support to Dell Medical Facilities by composing and preparing correspondence and documents as directed by Dell Med Facilities staff. Monitor Dell Med Facilities email inbox. Respond to inquiries as needed or forward to appropriate Dell Med Facilities Team member.  

• Maintain and handle confidential information. 

• Other related duties as assigned.

Required Qualifications

Bachelor’s degree and 3 years' clerical experience, including one year of experience at either the administrative assistant or administrative associate level or high school/GED and 7 years' clerical experience, including one year at either the administrative assistant or the administrative associate level. Demonstrated ability to work with little guidance and be a self-starter. Ability to work in fast paced environment. Experience using PC or Macintosh computers and Microsoft Office software. Demonstrated excellent communication, interpersonal, and customer service skills. Demonstrated ability to communicate effectively in person, over the phone, and in writing. Demonstrated attention to detail. Experience handling and maintaining confidential and sensitive information. Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bilingual. Experience working with the public (medical field). Experience working for multiple managers. Experience handling multiple tasks and working under deadline pressures. Experience working as part of a team in a dynamic environment. Experience with Smartsheet. Efficiency with Microsoft Excel and Microsoft Outlook. 

Salary Range

$48,000+ depending on qualifications
 

Working Conditions

• May work around standard office conditions.

• May work around biohazards.

• May work around chemicals.

• Repetitive use of a keyboard at a workstation.

• Climbing of stairs.

• Lifting and moving.

• 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