Senior Administrative Associate

The University of Texas at Austin • Austin, TX

6d • Onsite

About The Position

The Department of Quantitative and Systems Health Sciences at Dell Medical School is seeking a Senior Administrative Associate to support the department. This department brings together experts from healthcare, research, and data science to develop innovative solutions for patient care, health outcomes, and healthcare systems. It serves as a collaborative hub within Dell Medical School and UT Austin, supporting research, education, and partnerships that utilize data, technology, and evidence-based approaches to address complex health challenges. The Senior Administrative Associate provides essential coordination and operational support to help achieve the department's mission. The purpose of this role is to provide high-level advanced and complex administrative support for a department, involving managing complex schedules, coordinating meetings, handling correspondence, and maintaining records, which is crucial for ensuring efficient office operations and supporting overall organizational goals.

Requirements

• Requires a Bachelor’s degree and one year of clerical experience at either the Administrative Assistant or the Administrative Associate level; or a High School Diploma/GED with at least 5 year(s) of experience in supportive administrative/clerical function, including 2 years of experience at either the Administrative Assistant or the Administrative Associate level.
• Relevant education and experience may be substituted as appropriate.
• Demonstrated ability to manage complex calendars, support multiple stakeholders, and prioritize tasks effectively.
• Proven ability to coordinate multiple projects and meet deadlines.
• Experience coordinating events and managing purchasing processes.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite.
• Ability to maintain confidentiality and consistently demonstrate a high level of professionalism.
• 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.
• Demonstrated ability to take initiative, identify issues and develop effective solutions.
• Thrives in a dynamic environment, managing multiple priorities while supporting team operations.
• Keeps track of multiple tasks and deadlines, ensuring nothing falls through the cracks.
• Maintains a clean and organized workspace and uses tools to manage time and tasks efficiently.
• Ability to maintain positive relationships with colleagues and stakeholders; collaborates effectively with people across the organization; demonstrates empathy and resolves conflicts amicably.

Nice To Haves

• Related experience in an academic healthcare setting or research administration.
• Working knowledge of UT policies and procedures.
• Advanced proficiency with Microsoft Office.
• Demonstrated problem-solving experience managing complex calendars.
• Familiarity with University of Texas systems (DEFINE, Workday, FRMS, UT Market, etc.).
• Proficiency in collaboration platforms such as Microsoft Teams and shared cloud file systems.

Responsibilities

• 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.
• 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.
• 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.
• 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.
• 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.
• 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.

Benefits

• Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.
• Criminal history background check will be required for finalist(s) under consideration for this position.
• Compliance with all applicable federal and state laws regarding nondiscrimination and affirmative action.
• Policy of equal opportunity for all persons and no discrimination on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.
• Pay transparency: University will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.
• Employment Eligibility Verification: If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.
• E-Verify: The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree