Administrative Associate (UME), Department of Medical Education, Dell Medical School

Job Posting Title:

Administrative Associate (UME), Department of Medical Education, Dell Medical School

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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:

AUSTIN, TX

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Job Details:

General Notes

This position is hybrid with portion of work able to be completed remotely, but requires in person interaction for course support, training and other department, division, and student activities.

Purpose

This position supports Dell Medical School division of Undergraduate Medical Education.

Responsibilities

Communication Liaison:

• Provide operational support for faculty and staff within division.

• Maintain accurate and professional correspondence logs, files, information, databases, and other tracking systems, as necessary.

Accounting Liaison:

• Support department operation(s) managers with contract preparation and processing (software and/or services), faculty payments (DOCS/PILLARS/Preclinical), and equipment purchasing.

• Submit and/or request through payment request portal applicable invoice payments, reimbursements, travel related requests, purchase orders, and UT Market requests.

• Perform monthly processing and reconciliation of division credit card.

Faculty Liaison:

• Serve as administrative contact for individual faculty grants.

• Assist with travel coordination for faculty.

• Provide onboarding communication with new faculty, coordinating facility access and resources.

• Assist faculty to maintain CVs, prepare new faculty dossiers, and document retrieval necessary for evaluations.

Overall Departmental Support:

• Support the overall efforts of UME and collaborate as needed with other departmental divisions with comparable requirements to achieve operational efficiencies.

• Foster and maintain positive working relationships; participate in office and departmental staff meetings.

Other Duties:

• Perform additional responsibilities as assigned by departmental manager.

• Other related duties as assigned.

Required Qualifications

Bachelor's degree and one year of experience at the Administrative Assistant level, or high school graduation or GED, and five years of clerical experience, including one year of experience at the Administrative Assistant 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. Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Prior experience using UT Financial Systems, such as Define, FRMS, Point Plus, and UT Market orders. ​

Salary Range

$38,000-$50,000

Working Conditions

• Repetitive use of a keyboard at a workstation.

• 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 resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of i