Senior Administrative Associate

University of Texas at Austin

5d•Onsite

About The Position

The Senior Administrative Associate provides high-level advanced and complex administrative support for a department. 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.

Requirements

Requires a High School Diploma/GED in 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
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.
Working knowledge of UT policies and procedures.
Advanced proficiency with Microsoft Office.
Demonstrated problem-solving experience managing complex calendars.

Responsibilities

FINANCIAL SUPPORT • 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.
Processes accounts payable transactions including purchase orders (POs), invoice and payment requests, travel authorizations and reimbursements, pro-card reconciliation, vendor setup, and contract documentation.
Ensures accurate account coding for all payments and maintains compliance with institutional financial policies.
Provides guidance on financial processes such as vendor setup, purchasing regulations, contract preparation, faculty payments, and general procurement.
Works with the Executive Director of Education and Operations Manager to develop and implement internal policies and procedures for financial workflows.
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.
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.
MEETING AND PROJECT COORDINATION • Coordinates with various departments to support project execution.
Schedules and attends 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.
Participates in Operations Team meetings, Medical Education Pillar meetings, and other meetings as needed.
Collaborates with other pillar offices to achieve operational efficiencies.
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.
Other related functions 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.
Fosters and maintains positive working relationships across departments and with external stakeholders.
Serves as a resource for payment-related inquiries from Medical Education faculty and staff.
Adheres to internal controls and reporting structure.
Performs related duties as required.