Temporary Senior Administrative Associate - Dell Medical School - Marketing and Communications (UTEMPS)

University of Texas at Austin

1d•$26•Onsite

About The Position

As Dell Medical School embarks on the next chapter of its evolution, building a truly integrated academic health system, the Senior Administrative Associate plays a central role in ensuring the effectiveness and efficiency of the Marketing and Communications department. This position provides executive support to the Chief Marketing and Communications Officer and the Deputy CMCO and manages critical administrative functions that enable the department to advance the vision and mission of Dell Med and the emerging health system it anchors.

Requirements

Bachelor's degree and three years of clerical experience, including one year of experience at either the Administrative Assistant or the Administrative Associate level, or high school graduation or GED, and seven years of clerical experience.
At least five years of progressively responsible administrative or clerical experience, including two years providing support at the administrative assistant or administrative associate level (or equivalent).
Demonstrated proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and ability to learn new technologies and systems.
Strong organizational and time-management skills, with proven ability to manage multiple tasks and priorities.
Excellent verbal and written communication skills, with the ability to interact effectively with diverse stakeholders.
Experience maintaining confidentiality and handling sensitive information with discretion.
Relevant education and experience may be substituted as appropriate.

Nice To Haves

Bachelor's degree in business administration, communications, or a related field.
Experience providing direct executive-level administrative support (e.g., managing complex calendars, coordinating travel, preparing reports, and handling correspondence).
Prior experience in an academic medical center, higher education, or health care setting.
Familiarity with University of Texas administrative, financial, and procurement systems (e.g., Define, UT Market, FRMS, PointPlus).
Demonstrated experience with budget tracking, purchasing, and expense reconciliation.
Proven ability to coordinate events, meetings, and travel logistics in a professional environment.
Advanced proficiency in Microsoft Excel and data management tools.
Experience using customer relationship management (CRM) systems to organize, track, and manage contacts or projects.
Evidence of initiative, problem-solving, and process improvement in an administrative role.

Responsibilities

Executive & Departmental Support, Provide high-level executive support for the CMCO and Deputy CMCO, including complex calendar management, meeting preparation, correspondence, and task prioritization.
Coordinate travel arrangements, itineraries, reimbursements, and associated logistics for executives and departmental staff.
Serve as a primary point of contact and liaison between executives and internal/external stakeholders, maintaining professionalism and discretion.
Manage confidential information, correspondence, and department records with accuracy and sensitivity.
Administrative & Operational Management Support day-to-day operations of the Marketing and Communications department, including scheduling, office management, procurement, and tracking of departmental expenses.
Assist in planning and executing department meetings, retreats, and events, including logistics such as catering, facilities coordination, and materials preparation.
Monitor departmental workflows, deadlines, and requests to ensure timely execution and smooth operations.
Maintain and update departmental systems for document management, contact lists, and project tracking.
Project & Communication Coordination Assist with special projects led by the CMCO and Deputy CMCO, coordinating across units and ensuring follow-up on action items.
Draft and edit correspondence, presentations, and administrative documents as needed.
Gather, organize, and prepare background materials and data to support executive decision-making.
Support internal departmental communication, including agendas, announcements, and updates.
Financial & Compliance Support Process purchasing, reimbursements, and payment requests in compliance with UT policies and procedures.
Reconcile department expenditures and assist with budget tracking, financial reports, and account reconciliations.
Monitor and manage department credit card usage and purchasing requests as needed.
Other related duties 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.
Adheres to internal controls and reporting structure.
Performs related duties as required.