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:

May 08, 2025

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Position Duration:

Expected to Continue

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Location:

AUSTIN, TX

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Job Details:

Purpose

The Senior Administrative Associate provides high-level advanced and complex administrative support for a department, requiring the use of initiative and judgement. This role involves managing complex schedules, coordinating meetings, handling correspondence, and maintaining records and is crucial for ensuring efficient office operations and supporting overall organizational goals.

Responsibilities

ESSENTIAL JOB FUNCTIONS

CALENDAR MANAGEMENT AND SCHEDULING

• Manages complex calendars to prioritize the work schedule and flow of work products with fluid reprioritization that will often require both independent and collaborative decision-making.

• Performs office administrative functions consistent with the assigned leader(s)’ function, to meet critical deadlines by assessing and deploying the personnel and resources to ensure efficient workflow and work distribution; ensures protocols are followed and deliverables are met.

• Works with other key administrative staff to facilitate easy workflow.

• Coordinates and schedules visitor travel and agendas; plan catering for lunch meetings and special events; manage contact lists and committee membership lists.

COMMUNICATION MANAGEMENT

• Finds and organizes information internal and external to the University to support decision-making and reporting in an efficient manner.

• Handles incoming and outgoing communications, including emails and phone calls.

• Prepares routine, well-written correspondence for distribution and prepares correspondence on behalf of assigned leader(s).

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

• Acts as liaison between the leader and other staff members.

MEETING AND PROJECT COORDINATION

• Conducts necessary research and compiles data for decision-making.

• Coordinates with various departments to support project execution.

• Schedules, attends, and takes minutes for meetings as needed.

• Works collaboratively with Dell Medical School departments, University offices, UT System, other academic and private sector entities to support assigned projects and initiatives.

DOCUMENT MANAGEMENT

• Maintains and organizes important documents and records.

• Prepares reports, presentations, and other documents as needed.

• Ensures confidentiality and security of sensitive information.

• Manages assigned databases, entering date, coordinating approvals, and sending emails.

FINANCIAL SUPPORT

• Processes travel and purchasing, reimbursements.

• Manages entries in databases and assists with the preparation and completion of the function’s annual budget.

• Processes monthly account reconciliations and variance reports.

• Assists in the scheduling of travel, maintains record and processes reimbursements and related activities.

Marginal or Periodic Functions:

• Assists with training on applicable UT processes as needed.

• Promotes individual professional growth and development by meeting requirements for mandatory/continuing education and skills competency while supporting department-based goals which contribute to the success of the organization; Serves as preceptor, mentor, and resource to less experienced staff.

• Adheres to internal controls and reporting structure.

• Performs related duties as required.

KNOWLEDGE/SKILLS/ABILITIES

• Skilled in using office tools, databases, and communication platforms to streamline administrative workflows; proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with data entry and CRM tools.

• Demonstrates excellent verbal and written communication skills; ability to draft clear and concise emails, listen actively, and convey information accurately.

• Perceptive in reviewing work, following up on details, and noticing and correcting errors in documents and communications.