Senior Administrative Associate, Dean's Office, Dell Medical School

Company: University of Texas at Austin
Location: Austin
Posted on: April 24, 2024

Job Description:

Job Posting Title:Senior Administrative Associate, Dean's Office, Dell Medical School----Hiring Department:Dell Medical School----Position Open To:All Applicants----Weekly Scheduled Hours:40----FLSA Status:Non-Exempt----Earliest Start Date:Immediately----Position Duration:Expected to Continue----Location:AUSTIN, TX----Job Details:PurposeProvide reliable, administrative support and assistance to the members of the Office of the Dean and interface with senior management, faculty, staff, students, and external constituencies.Responsibilities

• Provide administrative support needed to various leaders within the Office of the Dean, including legal and compliance. Manage complex calendars to prioritize the work schedule and flow of work products in the Office of the Dean with fluid reprioritizations that will often require both independent and collaborative decision-making.
• Perform executive office administrative functions to meet critical deadlines by assessing and deploying the personnel and resources to ensure efficient workflow and work distribution, ensure protocols are followed and deliverables are met. Maintain accurate and professional correspondence logs, files, information databases, and other tracking systems as necessary.
• Prepare routine, well-written correspondence for distribution and prepare correspondence on behalf of senior management. Assist in the scheduling of travel, maintain record and process reimbursements, and all related activities.Provide assistance and back-up to other key staff as requested.
• Work collaboratively with Dell Medical School departments, University offices, UT System, other academic and private sector entities. Efficiently find and organize information internal and external to the University for decision-making and report purposes. Work with other key administrative staff to facilitate easy workflow for the office of the Dean. Coordinate and schedule visitor travel and agendas. Plan catering for lunch meetings and special events. Manage contact lists and committee membership lists.
• Schedule, attend, and take minutes for meetings. Manage Dell Med entries in the AAMC database. Assist with the annual budget. Process the monthly account reconciliation and variance report.
• Support the Associate Vice President for Legal Affairs, Senior Compliance Officer and staff as needed. Enter contracts into Total Contract Manager. Assist in shepherding contracts, obtaining signatures, sending emails. Process any travel, purchasing, reimbursements, and document formatting. Schedule meetings, send documents via Certified Mail, and assist with Open Records requests when asked. Serve as back up in GovQA, the system for tracking Open Records requests.
• Assist with DEFINE training (or training on any other known UT process). Welcome and help visitors to the Dean's Office when there is no front desk coverage.
• Other related duties as assigned.Required QualificationsBachelor's degree and 3 years clerical experience, including 1 year of experience at either the administrative assistant or administrative associate level or high school/GED and 7 years clerical experience, including one year at either the administrative assistant or the administrative associate level. Relevant education and experience may be substituted as appropriate.Preferred QualificationsRelated experience in an academic healthcare setting. Working knowledge of UT policies and procedures. Advanced proficiency with Microsoft Office. Demonstrated experience of: accuracy and attention to detail, effective communication, problem solving, service support, positive working relationships, active listening, initiative. Experience managing complex calendars.Salary Range$48,000 + depending on qualificationsWorking Conditions
  • May work around standard office conditions.
  • Repetitive use of a keyboard at a workstation.
  • Use of manual dexterity.Required 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 ,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 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:
      • [PDF]
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      • [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 .The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.

Keywords: University of Texas at Austin, Austin , Senior Administrative Associate, Dean's Office, Dell Medical School, Healthcare , Austin, Texas