Administrative Assistant, Department of Neurology, Dell Medical School

Company: University of Texas at Austin
Location: Austin
Posted on: January 27, 2023

Job Description:

Job Posting Title:Administrative Assistant, Department of Neurology, Dell Medical School----Hiring Department:Department of Neurology----Position Open To:All Applicants----Weekly Scheduled Hours:40----FLSA Status:Non-Exempt----Earliest Start Date:Immediately----Position Duration:Expected to Continue----Location:UT MAIN CAMPUS----Job Details:General NotesFlexible work hours between 7am and 6pm. Employees have the option for partial remote work; employee must meet all of the qualifications outlined in the University's Flexible Work Arrangement Policy and submit all required documentation to participate in remote work. Remote work will require reliable internet access and a suitable workspace free from distractions. PurposeProvide administrative research support for the neurosciences faculty and lab members at Dell Medical School.Responsibilities

• Support department's research purchasing needs. Collaborate with the Department, Dell Medical School Finance Team, and serve as point of contact to process purchase requests, cash advances, reconciliations and payment requests. Follow university purchasing procedures, coordinate delivery of materials, and ensure vendor payment. Track purchases, keep organized records, and update online lab management database. Coordinate department's research inventory records and is the liaison to facilitate tracking of inventory with researchers and finance. Support and maintain dry ice, LN2, and cylinder delivery for research labs. Prepare and process all travel related documents for PI and lab members, including cash advances, reconciliations, and reimbursements. Works closely with the Research Program Manager to meet all business needs.
• Maintains research lab member spreadsheet and email listserv. Assist with special projects and any other tasks as related business needs arise.
• Miscellaneous duties as assigned by supervisor, director and/or chair.Required QualificationsDiploma (High School) or GED. 3 years of clerical experience and 1 year of experience at the Senior Office Assistant level. Professional demeanor, punctuality, reliability, and good attendance are important. Strong interpersonal, administrative, and problem-solving skills. Excellent verbal and written communication skills with proven ability to effectively communicate with all levels of management and respond clearly and concisely. Customer service orientated. Highly organized with an attention to detail. Ability to successfully collaborate with colleagues and work independently. Demonstrated excellent analytical skills, problem-solving ability, and critical thinking skills. Experience with Microsoft Office (Word, Excel, PowerPoint, Outlook). The Dell Medical School is especially interested in qualified candidates who can contribute to diversity and excellence within the learning health system. At the Dell Medical School we strive to create a vital, inclusive health ecosystem. To ensure alignment, we follow these fundamental values: https://dellmed.utexas.edu/culture. Relevant education and experience may be substituted as appropriate.Preferred QualificationsBachelor's degree or equivalent combination of relevant education and experience may be substituted as appropriate. Experience working in a university environment and UT business applications such as DEFINE, PointPlus, UT Direct, FRMS, Workday, and UT Market processing procurement and travel requests. Knowledge and understanding of UT Austin policies and procedures. Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).Salary Range$32,000 + depending on qualificationsWorking Conditions
  • May work in all weather conditions.
  • May work around standard office conditions
  • Repetitive use of a keyboard at a workstation
  • Use of manual dexterity
  • Climbing of stairs
  • Lifting and movingRequired Materials
    • Resume/CV
    • 3 work references with their contact information; at least one reference should be from a supervisor
    • Letter of interestImportantfor applicants who are NOT current university employees or contingent workers:You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure thatALLRequired Materials have been uploaded. Once your job application has been submitted, you cannot make changes.Important for Current university employees and contingent workers:As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.----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:
      • E-Verify Poster (English) [PDF]
      • E-Verify Poster (Spanish) [PDF]
      • Right To Work Poster (English) [PDF]
      • Right To Work Poster (Spanish) [PDF]----Compliance:Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.

Keywords: University of Texas at Austin, Austin , Administrative Assistant, Department of Neurology, Dell Medical School, Administration, Clerical , Austin, Texas