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]
- [PDF]
- [PDF]
- [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
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