Senior Administrative Associate

University of Texas at Austin

Austin (TX)

On-site

USD 45,000 - 55,000

Full time

14 days+

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Job summary

University of Texas at Austin is seeking a Senior Administrative Associate to provide high-level administrative support for the Department of Women’s Health in Austin, TX. The role requires managing complex calendars, coordinating meetings, handling correspondence, and maintaining records to support efficient office operations.

Responsibilities include calendar management, communications, meeting coordination, document handling, and financial support such as travel and budget processes.

Qualifications

High School Diploma/GED.
At least 5 years of experience in supportive administrative/clerical function, including 2 years of experience at either the Administrative Assistant or the Administrative Associate level.

Responsibilities

Calendar management and scheduling to prioritize work and meet deadlines.
Communication management, including handling emails and calls and correspondence logs.
Meeting and project coordination, including research and minutes for meetings.
Document management, including reports, presentations, and confidential records.
Financial support tasks such as travel, purchasing, budget preparation, reconciliations, and reimbursements.

Skills

Calendar management

Communication

Meeting coordination

Document management

Financial support

Microsoft Office

Education

High School Diploma/GED

Bachelors Degree

Tools

Microsoft Office

Job description

Senior Administrative Associate

Hiring Department

Department of Women's Health

Position Open To

All Applicants

Weekly Scheduled Hours

FLSA Status

Non-Exempt from FLSA

Earliest Start Date

Immediately

Position Duration

Expected to Continue

Location

AUSTIN, TX

Job Details

Purpose

The Senior Administrative Associate provides high-level advanced and complex administrative support for a department. This role involves managing complex schedules, coordinating meetings, handling correspondence, and maintaining records and is crucial for ensuring efficient office operations and supporting overall organizational goals.

Responsibilities

CALENDAR MANAGEMENT AND SCHEDULING

Manages complex calendars to prioritize the work schedule and flow of work products with fluid reprioritization that will often require both independent and collaborative decision-making.
Performs office administrative functions consistent with the assigned leader(s)' function, to meet critical deadlines by assessing and deploying the 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 easy workflow.
Coordinates and schedules visitor travel and agendas; plan catering for lunch meetings and special events; manage contact lists and committee membership lists.

COMMUNICATION MANAGEMENT

Finds and organizes information internal and external to the University to support decision-making and reporting in an efficient manner.
Handles incoming and outgoing communications, including emails and phone calls.
Prepares routine, well-written correspondence for distribution and prepares correspondence on behalf of assigned leader(s).
Maintains accurate and professional correspondence logs, files, information databases, and other tracking systems as necessary.
Acts as liaison between the leader and other staff members.

MEETING AND PROJECT COORDINATION

Conducts necessary research and compiles data for decision-making.
Coordinates with various departments to support project execution.
Schedules, attends, and takes minutes for meetings as needed.
Works collaboratively with Dell Medical School departments, University offices, UT System, other academic and private sector entities to support assigned projects and initiatives.

DOCUMENT MANAGEMENT

Maintains and organizes important documents and records.
Prepares reports, presentations, and other documents as needed.
Ensures confidentiality and security of sensitive information.
Manages assigned databases, entering date, coordinating approvals, and sending emails.

FINANCIAL SUPPORT

Processes travel and purchasing, reimbursements.
Manages entries in databases and assists with the preparation and completion of the function's annual budget.
Processes monthly account reconciliations and variance reports.
Assists in the scheduling of travel, maintains record and processes reimbursements and related activities.

Required Qualifications

High School Diploma/GED.
At least 5 years of experience in supportive administrative/clerical function, including 2 years of experience at either the Administrative Assistant or the Administrative Associate level.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelors Degree
At least 7 years of experience in supportive administrative/clerical function, including 2 years of experience at either the Administrative Assistant or the Administrative Associate level.
Related experience in an academic healthcare setting.
Working knowledge of UT policies and procedures.
Advanced proficiency with Microsoft Office.
Demonstrated problem-solving experience managing complex calendars.

Salary Range

$50,000 + depending on qualifications

Working Environment/EQUIPMENT

Standard office environment
Repetitive use of a keyboard

Employment Eligibility

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

Retirement Plan Eligibility

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

Background Checks

A criminal history background check will be required for finalist(s) under consideration for this position.

Equal Opportunity Employer

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.

Pay Transparency

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

Employment Eligibility Verification

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

E-Verify

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university's company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following: