Senior Administrative Associate

The University of Texas at Austin•Austin, UT

2d•Hybrid

About The Position

The Senior Administrative Associate provides high-level, advanced administrative support to multiple clinical directors in the adult clinical neurology program and other clinical faculty in the Department of Neurology. Based at Dell Medical School’s HDB location, the role is expected to be on-site 2–3 days per week, with limited remote work possible as duties permit. Remote arrangements are reviewed annually and may change according to departmental business needs. The position supports efficient office operations through complex calendar and meeting coordination, correspondence, records and database maintenance, project support, and financial processing. It also handles sensitive information, supports departmental initiatives, and serves as a resource and mentor to less experienced staff. The position is expected to continue and has a 40-hour weekly schedule.

Requirements

High school diploma or GED, with 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, Microsoft Office (Word, Excel, and PowerPoint), data entry, and CRM tools.
Excellent verbal and written communication skills, including the ability to draft clear correspondence, listen actively, and convey information accurately.
Strong attention to detail, including reviewing work, following up, and identifying and correcting errors.
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 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 and collaboratively as needed.
Perform administrative functions for assigned leaders, deploying personnel and resources to meet deadlines and ensure efficient workflows, protocol compliance, and deliverables.
Coordinate with other administrative staff to facilitate workflows.
Coordinate visitor travel and agendas, arrange catering for meetings and events, and maintain contact and committee membership lists.
Gather and organize internal and external information to support decision-making and reporting.
Handle incoming and outgoing email and phone communications, prepare routine correspondence, and draft correspondence on behalf of assigned leaders.
Maintain correspondence logs, files, databases, and tracking systems; serve as a liaison between leaders and staff.
Conduct research and compile data for decision-making; coordinate with departments to support project execution.
Schedule, attend, and take minutes at meetings as needed.
Collaborate with Dell Medical School departments, University offices, UT System, and external academic and private-sector entities on projects and initiatives.
Maintain and organize documents and records; prepare reports, presentations, and other documents; protect confidential information.
Manage assigned databases, including data entry, approval coordination, and email communications.
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 and support department goals.
Serve as a preceptor, mentor, and resource to less experienced staff.
Follow internal controls and reporting structure and perform related duties as required.