Senior Administrative Associate

The University of Texas at Austin•Austin, UT

10d•Onsite

About The Position

The Health Transformation Research Institute (HTRI) within the Office of Research at Dell Medical School is seeking a highly organized Senior Administrative Associate to provide operational and administrative support for research programs, initiatives, leadership, and programmatic staff. This role supports a fast-paced research environment and works collaboratively across multiple teams and stakeholders. The Senior Administrative Associate provides advanced administrative and operational support to the Health Transformation Research Institute (HTRI). This role supports research programs and initiatives while managing complex administrative functions that contribute to efficient operations and organizational success.

Requirements

Skilled in using office tools, databases, and communication platforms to support administrative workflows
Proficient in Microsoft Office Suite, including Word, Excel, and PowerPoint
Experience with data entry and database management tools
Demonstrates excellent verbal and written communication skills
Drafts clear, concise, and professional correspondence
Listens actively and conveys information accurately
Reviews work carefully and follows up on details
Identifies and corrects errors in documents and communications
Maintains accuracy in records and reporting
Demonstrates initiative in identifying issues and developing solutions
Exercises sound judgment and decision-making skills
Effectively manages competing priorities
Maintains multiple projects, tasks, and deadlines simultaneously
Organizes work efficiently and ensures timely completion of assignments
Utilizes tools and processes to manage workload effectively
Builds and maintains positive relationships with colleagues and stakeholders
Collaborates effectively across departments and teams
Demonstrates professionalism, empathy, and conflict-resolution skills
Bachelor’s degree and three years of clerical experience, including one year at either the Administrative Assistant or Administrative Associate level; OR High School Diploma or GED and seven years of experience in a supportive administrative or clerical function, including two years at either the Administrative Assistant or Administrative Associate level
Demonstrated ability to manage complex calendars, support multiple stakeholders, and prioritize tasks effectively
Proven ability to coordinate multiple projects and meet deadlines
Strong written and verbal communication skills
Proficiency in Microsoft Office Suite
Ability to maintain confidentiality and consistently demonstrate a high level of professionalism
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

Nice To Haves

Experience in an academic healthcare setting or research administration
Familiarity with University of Texas systems, including DEFINE, Workday, FRMS, and UT Market
Experience coordinating events and managing purchasing processes
Proficiency with Zoom, Microsoft Teams, and shared cloud-based file systems
Working knowledge of University of Texas policies and procedures
Advanced proficiency with Microsoft Office
Demonstrated problem-solving experience managing complex calendars

Responsibilities

Manage complex calendars to prioritize work schedules and workflow while adapting to changing priorities
Perform office administrative functions to meet critical deadlines through effective coordination of personnel and resources
Work collaboratively with administrative staff to facilitate efficient workflow
Coordinate visitor travel, agendas, catering, contact lists, and committee membership lists
Gather, organize, and manage information to support decision-making and reporting
Handle incoming and outgoing communications, including emails and phone calls
Prepare routine correspondence and communications on behalf of assigned leaders
Maintain correspondence logs, files, databases, and tracking systems
Serve as a liaison between leadership and staff members
Maintain familiarity with HTRI resources, opportunities, and activities to appropriately direct inquiries
Support communications efforts that promote HTRI resources, activities, and accomplishments
Conduct research and compile data to support decision-making
Coordinate with departments and stakeholders to support project execution
Schedule meetings, attend meetings, and prepare meeting minutes as needed
Collaborate with Dell Medical School departments, University offices, UT System, academic institutions, and private sector entities
Administer HTRI programs, including pilot grant programs
Maintain and organize important documents and records
Prepare reports, presentations, and other materials as needed
Ensure confidentiality and security of sensitive information
Manage assigned databases, approvals, communications, and data entry activities
Process travel requests, purchasing activities, reimbursements, and related transactions
Manage database entries and assist with budget preparation and completion
Process monthly account reconciliations and variance reports
Coordinate travel arrangements and reimbursement activities
Route and approve vouchers, create and execute contracts, and support award payment processes
Collect and compile spending information, reconciliations, and budget updates
Support pilot grant programs, awards administration, invoices, contracts, and purchase orders
Coordinate with Dell Medical School Finance and Office of Research financial leadership as needed
Assist with training on applicable University processes
Support professional development and continuing education activities
Serve as a mentor and resource to less experienced staff
Adhere to internal controls and reporting structure
Perform related duties as assigned