Senior Administrative Associate

University of Texas at Austin • Austin, TX

1d • Hybrid

About The Position

This is a two-year fixed-term appointment, renewable based on business need and available funding. This position is on-site (UT Austin/Dell Medical School campus) 3–4 days per week, with the possibility of limited remote work (1–2 days per week) as duties permit. This role facilitates faculty recruitment, onboarding, and related administrative operations for a large academic medical department.

Requirements

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and experienced with data entry and CRM tools.
• Skilled in using office tools, databases, and communication platforms to streamline administrative workflows.
• Demonstrates excellent verbal and written communication skills, with the ability to draft clear and concise correspondence.
• Strong attention to detail, including reviewing work, following up on details, and correcting errors.
• Demonstrated ability to take initiative, identify issues, and develop effective solutions.
• Thrives in a dynamic environment while managing multiple priorities.
• Maintains organization and time management systems to ensure deadlines are met.
• Builds and maintains positive relationships and collaborates effectively across the organization.
• High School Diploma or GED with at least five years of experience in a supportive administrative or clerical function, including two years at the Administrative Assistant or Administrative Associate level.
• Relevant education and experience may be substituted as appropriate.

Nice To Haves

• Experience with faculty or executive-level recruitment coordination.
• Experience coordinating events such as job talks, educational seminars, and presentations.
• Working knowledge of UT Austin procurement policies and procedures.
• Experience providing administrative support within a UT Austin unit.
• Working knowledge of UT Austin business policies and procedures.

Responsibilities

• ADMINISTRATIVE MANAGEMENT AND SCHEDULING Coordinates and schedules faculty candidate and visitor travel and agendas; manages contact lists and committee membership lists. Coordinates both virtual and onsite meetings/interviews and develops detailed itineraries. Plans catering for meetings and special events. Performs office administrative functions consistent with assigned leader(s)’ responsibilities to meet critical deadlines by assessing and deploying 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 seamless workflow and provides back-up coverage to ensure continuity of operations. Manages complex calendars, prioritizing schedules and work products with fluid reprioritization that often requires both independent and collaborative decision-making, including calendars for key committees (e.g., faculty recruitment review committee).
• MEETING AND PROJECT COORDINATION Serves as administrative lead for faculty-physician recruitment; plans, organizes, estimates, and monitors recruitment efforts end-to-end on behalf of the department. Coordinates regular and ad hoc recruitment review committee meetings with senior department and school leadership. Prepares agendas and materials, attends meetings, takes minutes, and tracks action items to completion. Conducts research and compiles data to support decision-making (e.g., candidate summaries, cost and timeline estimates, appointment and credential requirements). Advises stakeholders on tools, techniques, and methods for estimating recruitment costs and timelines. Coordinates with Dell Medical School departments, University offices, UT System, and other academic and private sector entities to support assigned projects and initiatives. Assists with department initiatives and other tasks as business needs arise.
• FACULTY COMMUNICATION MANAGEMENT Gathers and organizes information internal and external to the University to support efficient decision-making and reporting. Handles incoming and outgoing communications, including emails and phone calls, serving as a centralized point of contact and liaison for faculty, candidates, and stakeholders. Prepares routine correspondence and drafts communications on behalf of assigned leader(s), including recruitment-related invitations, itineraries, and follow-up communications. Maintains accurate and professional correspondence logs, files, databases, and tracking systems (e.g., recruitment trackers). Acts as liaison between leadership and staff while maintaining a broad organizational perspective to manage internal and external relationships effectively.
• DOCUMENT MANAGEMENT Maintains and organizes candidate files, recruitment trackers, faculty appointment paperwork, credentials, licensure, and CME documentation. Prepares reports, presentations, and other documents as needed (e.g., recruitment pipeline status updates, variance-to-plan reports). Ensures confidentiality and security of sensitive information. Manages assigned databases, entering data, coordinating approvals (e.g., appointment and credential workflows), sending communications, and accurately tracking travel authorizations, reimbursements, and receipt of funds in real time.
• FINANCIAL SUPPORT Processes travel and purchasing and handles reimbursements for candidates and faculty. Prepares travel authorizations and monitors expenses with real-time tracking of submissions and receipt of funds. Manages database entries and assists with preparation and completion of the function’s annual budget, including recruitment-related costs. Processes monthly account reconciliations and variance reports. Assists with scheduling travel, maintaining records, and processing reimbursements for licensure, CME, and other credential-related activities.
• MARGINAL OR PERIODIC FUNCTIONS Assists with training on applicable UT processes as needed. Promotes professional growth by meeting requirements for mandatory and continuing education and skills competency while supporting department-based goals. Serves as a preceptor, mentor, and resource to less experienced staff. Adheres to internal controls and reporting structure. Performs related duties as required.

Benefits

• Pay Transparency
• The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

What This Job Offers

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