Senior Administrative Associate, College of Pharmacy, Division of Pharmacology & Toxicology

The University of Texas at Austin • Austin, UT

1d • Hybrid

About The Position

The Senior Administrative Associate reports to the Senior Administrative Program and Division Coordinator in the Division of Pharmacology and Toxicology to support faculty, graduate programs and general division administrative functions. This position may occasionally be required to work additional hours to complete time-sensitive projects, or attend events. Position may perform work both in-person and remotely as determined by supervisor and college leadership work needs. Flexible work arrangements are available in the College of Pharmacy.

Requirements

• High School Diploma (or GED) and at least one year of clerical experience at the Administrative Assistant or Administrative Associate level.
• Experience providing excellent administrative support
• Experience with productivity and collaboration tools such as Microsoft 365 applications, specifically Outlook, Excel, Word, and Teams; Zoom or other video meeting platform; and Box or other cloud document sharing.
• Equivalent combination of relevant education and experience may be substituted as appropriate.

Nice To Haves

• Bachelor’s degree and at least 2 years of clerical experience at the Administrative Assistant or Administrative Associate level.
• Demonstrated proficiency and experience with productivity and collaboration tools such as Microsoft 365 (formerly called Office) applications, specifically Outlook, Excel, Word, and Teams; Zoom or other video meeting platform; and Box or other cloud document sharing.
• Experience in higher education environment supporting faculty, research staff and graduate students in administrative and human resource processes
• Experience with UT financial and human resource systems such as DEFINE, FRMS and Workday.
• Experience with or an understanding of the United States visa processes, such as for F-1 students, J-1 visitors, and H1B employees.
• Experience with administrative tools such as DocuSign and Workday.
• Demonstrated effective communication skills.

Responsibilities

• Provide administrative support to several division faculty and their research staff, following university and college policies and procedures. This includes processing various HR transactions in Workday for students and research staff, working with Texas Global to process international visas as needed, processing tuition payments, scholarship awards, reimbursements, and bill payments.
• Coordinate travel for faculty, staff, and students.
• Procurement card reconciliation, entertainment requests and reimbursements.
• Submit facilities requests, order and monitor inventory of office supplies, oversee mail distribution and other administrative requests. (50%)
• Coordinate seminar series making arrangements for guest speakers, including travel, meals, itineraries and reimbursements (15%)
• Assist and participate in division events, including an annual graduate student recruiting event. (15%)
• Assist principal investigators with grant documents and other grant-related activities, including budget monitoring. (10%)
• Draft letters and other administrative documents in a professional manner.
• Assist with academic functions such as course instructor evaluations, exams, and other academic related requests.
• Attend meetings and training sessions as required. (10%)
• Additional duties as assigned.

Benefits

• insurance and Teachers Retirement System (TRS) retirement benefits
• paid vacation, sick and holiday time off
• access to employee professional development and wellness services
• the opportunity to qualify for the Public Service Loan Forgiveness (PSLF) federal program
• flexible work arrangements

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED