Senior Administrative Associate, Department of Medical Education, Dell Medical School

University of Texas at Austin

4d•$50,000 - $52,000•Onsite

About The Position

The Dell Medical School is seeking a Senior Administrative Associate Purpose The Senior Administrative Associate provides high-level administrative support to senior executives and departments within the healthcare system. This role involves managing schedules, coordinating meetings, handling correspondence, and maintaining records. This position is crucial for ensuring efficient office operations and supporting the overall organizational goals

Requirements

High school diploma or equivalent and 7 years of relevant administrative experience. OR Bachelor’s degree in business administration or related field and 3 years of relevant administrative experience in a higher education setting.
Relevant education and experience may be substituted as appropriate.
Navigates complex organizational structures, builds strong relationships, and leverages networks to achieve goals.
Prioritizes tasks, meets deadlines, and manages multiple projects simultaneously.
Communicates effectively, resolves conflicts, and collaborates with broad teams.
Drafts clear and concise emails and reports; adapts writing style to audience.
Analyzes issues, identifies root causes, and develops practical solutions.
Other related duties as assigned.

Nice To Haves

Prior experience using UT Financial Systems such as Define, FRMS, Point Plus, and UT Market orders.
Certified Administrative Professional (CAP) certification.

Responsibilities

Office Administration Maintain office records and ensure data accuracy.
Prepare regular reports on Undergraduate Medical Education (UME) expenses and budgets.
Process accounts payable, including POs, invoices, payments, travel authorizations, reimbursements, pro-card reconciliations, vendor setups, and contracts.
Ensure accurate account coding for all payments.
Manage Executive Schedules Coordinate and maintain executive calendars.
Schedule and organize meetings, including logistics and materials.
Handle travel arrangements and itineraries.
Communication Management Handle correspondence, including emails and phone calls.
Draft and edit documents, presentations, and reports.
Act as a liaison between executives and internal/external stakeholders.
Event Coordination Plan, execute, and/or assist with UME events and meetings.
Coordinate with vendors and service providers.
Ensure all event logistics are managed effectively.
Marginal or Periodic Functions Assist with special projects as needed such as annual faculty evaluations.
Update and maintain UME policies and procedures.
Compile data for reports.
Performs related duties as required.