Senior Administrative Associate

University of Texas at Austin•Austin, TX

53d•Onsite

About The Position

Dell Medical School is seeking a Senior Administrative Associate to provide executive support to the Chief Marketing and Communications Officer. As Dell Medical School embarks on the next chapter of its evolution — building a truly integrated academic health system — the Senior Administrative Associate plays a central role in ensuring the effectiveness and efficiency of the Marketing and Communications department. This position provides executive support to the Chief Marketing and Communications Officer and the Executive Director and manages critical administrative functions that enable the department to advance the vision and mission of Dell Med and the emerging health system it anchors.

Requirements

KNOWLEDGE/SKILLS/ABILITIES Proficiency with office productivity tools and databases, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), with the ability to quickly learn and apply new technologies to streamline administrative workflows.
Strong verbal and written communication skills, with the ability to draft clear and professional correspondence, prepare polished documents and presentations, and interact effectively with a wide range of stakeholders.
Exceptional attention to detail, ensuring accuracy in scheduling, record-keeping, financial processing and departmental communications.
Demonstrated initiative and problem-solving skills, with the ability to anticipate needs, identify issues and develop effective solutions.
Capacity to thrive in a fast-paced environment, balancing multiple priorities while maintaining flexibility and composure.
Excellent organizational and time-management skills, with a proven ability to track tasks and deadlines to ensure timely completion of responsibilities.
Collaborative and collegial approach to work, fostering positive relationships across the department and institution; skilled at navigating sensitive situations with professionalism, discretion and empathy.
Required Qualifications High school diploma or GED.
At least five years of progressively responsible administrative or clerical experience, including two years providing support at the administrative assistant or administrative associate level (or equivalent).
Demonstrated proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and ability to learn new technologies and systems.
Strong organizational and time-management skills, with proven ability to manage multiple tasks and priorities.
Excellent verbal and written communication skills, with the ability to interact effectively with diverse stakeholders.
Experience maintaining confidentiality and handling sensitive information with discretion.
Relevant education and experience may be substituted as appropriate.

Nice To Haves

Bachelor’s degree in business administration, communications, or a related field.
Experience providing direct executive-level administrative support (e.g., managing complex calendars, coordinating travel, preparing reports, and handling correspondence).
Prior experience in an academic medical center, higher education, or health care setting.
Familiarity with University of Texas administrative, financial and procurement systems (e.g., Define, UT Market, FRMS, PointPlus).
Demonstrated experience with budget tracking, purchasing and expense reconciliation.
Proven ability to coordinate events, meetings and travel logistics in a professional environment.
Advanced proficiency in Microsoft Excel and data management tools.
Experience using customer relationship management (CRM) systems to organize, track and manage contacts or projects.
Evidence of initiative, problem-solving and process improvement in an administrative role.

Responsibilities

Executive & Departmental Support Provide high-level executive support for the CMCO and Executive Director, including complex calendar management, meeting preparation, correspondence, and task prioritization.
Coordinate travel arrangements, itineraries, reimbursements, and associated logistics for executives and departmental staff.
Serve as a primary point of contact and liaison between executives and internal/external stakeholders, maintaining professionalism and discretion.
Manage confidential information, correspondence and department records with accuracy and sensitivity.
Administrative & Operational Management Support day-to-day operations of the Marketing and Communications department, including scheduling, office management, procurement, and tracking of departmental expenses.
Assist in planning and executing department meetings, retreats and events, including logistics such as catering, facilities coordination and materials preparation.
Monitor departmental workflows, deadlines and requests to ensure timely execution and smooth operations.
Maintain and update departmental systems for document management, contact lists, and project tracking.
Project & Communication Coordination Assist with special projects led by the CMCO and Executive Director, coordinating across units and ensuring follow-up on action items.
Draft and edit correspondence, presentations and administrative documents as needed.
Gather, organize and prepare background materials and data to support executive decision-making.
Support internal communication within the department, including agendas, announcements and updates.
Financial & Compliance Support Process purchasing, reimbursements and payment requests in compliance with UT policies and procedures.
Reconcile department expenditures and assist with budget tracking, financial reports and account reconciliations.
Monitor and manage department credit card usage and purchasing requests as needed.
Other related duties as assigned
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.