Senior Administrative Associate

University of Texas at Austin

3d•Hybrid

About The Position

The Senior Administrative Associate provides advanced and complex administrative support for multiple clinical directors in the adult clinical neurology program and other clinical faculty in the Department of Neurology. The position supports efficient office operations and organizational goals through complex scheduling, meeting coordination, correspondence, records management, project support, and financial and travel-related administrative tasks. The role is based at Dell Medical School’s HDB location and is expected to be on-site 2–3 days per week, with the possibility of limited remote work as duties permit. Remote arrangements are reviewed annually and may change according to departmental business needs. The position is scheduled for 40 hours per week in a standard office environment.

Requirements

High School Diploma or GED and at least 5 years of experience in a supportive administrative or clerical function, including 2 years at the Administrative Assistant or Administrative Associate level; relevant education and experience may be substituted as appropriate.
Proficiency with office tools, databases, communication platforms, and Microsoft Office Suite, including Word, Excel, and PowerPoint; experience with data entry and CRM tools.
Excellent verbal and written communication skills, including the ability to draft clear and concise emails, listen actively, and convey information accurately.
Strong attention to detail, including reviewing work, following up, and noticing and correcting errors in documents and communications.
Ability to take initiative, identify issues, and develop effective solutions.
Ability to manage multiple priorities, tasks, and deadlines in a dynamic environment.
Ability to maintain an organized workspace and use tools to manage time and tasks efficiently.
Ability to build positive relationships, collaborate with colleagues and stakeholders across the organization, demonstrate empathy, and resolve conflicts amicably.

Nice To Haves

Demonstrated problem-solving experience managing complex calendars.
Related experience in an academic healthcare setting.
Working knowledge of UT policies and procedures.
Advanced proficiency with Microsoft Office.

Responsibilities

Manage complex calendars, prioritize schedules and workflow, and reprioritize work independently or collaboratively as needed.
Perform office administrative functions, deploy personnel and resources to meet deadlines, support efficient workflow, and ensure protocols and deliverables are met.
Coordinate with administrative staff to facilitate workflow.
Coordinate visitor travel and agendas, plan catering for meetings and events, and manage contact and committee membership lists.
Find and organize internal and external information to support decision-making and reporting.
Handle incoming and outgoing communications, including email and phone calls, and prepare correspondence on behalf of assigned leaders.
Maintain professional correspondence logs, files, databases, and other tracking systems.
Act as a liaison between assigned leaders and other staff members.
Conduct research and compile data to support decision-making.
Coordinate with departments to support project execution and collaborate with university, UT System, academic, and private-sector partners on projects and initiatives.
Schedule, attend, and take minutes at meetings as needed.
Maintain and organize documents and records, prepare reports and presentations, and protect confidential information.
Manage assigned databases, including data entry, coordinating approvals, and sending emails.
Process travel and purchasing transactions and reimbursements, and maintain related records.
Assist with training on applicable UT processes as needed.
Meet mandatory and continuing education and skills competency requirements, support department goals, and serve as a preceptor, mentor, and resource to less experienced staff.
Adhere to internal controls and reporting structures and perform related duties as required.