Job Posting Title:

Senior Administrative Associate, Division of Health Social Work, UT Health Austin, Dell Medical School

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Hiring Department:

Dell Medical School

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Non-Exempt

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Earliest Start Date:

Feb 14, 2025

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

The Division of Health Social Work at UT Health Austin, Dell Medical School is seeking a Senior Administrative Associate.

The Division of Health Social Work serves as a centralized hub for social workers and other integrated health providers, fostering an environment that empowers professionals to improve the health and enhance the well-being in partnership with patients, families, and communities. Through cutting-edge models and comprehensive services, the division creates tangible value within the healthcare ecosystem while championing whole-person care and interprofessional collaboration. Functioning as a formalized collaborative structure, the Division of Health Social Work unites interprofessional missions, cultivating synergies that drive impactful, patient-centric care.

Purpose

The Senior Administrative Associate provides comprehensive support to the Division of Health Social Work, overseeing financial processing, event planning, human resources functions, calendar management, credentialing facilitation, and administrative logistics. A key responsibility includes coordinating the MSSW intern/learner program, managing logistics, hiring and onboarding, and overseeing the graduation event. Additional responsibilities include planning and prioritizing workloads, evaluating progress, analyzing requirements, and collaborating with office staff and other internal and external stakeholders. This role requires a high degree of initiative, diplomacy, confidentiality, and sound judgment, handling complex decisions with minimal supervision.

Responsibilities

Administrative Support: Schedules and coordinates divisional and clinical meetings, including preparing materials, booking rooms, catering, and taking minutes. Manages follow-ups and maintains files. Provides backup support to the Executive Assistant. Manages calendars for leadership, scheduling internal/external meetings, conferences, and travel, and resolving conflicts proactively. Coordinates division-hosted events, including training sessions and speaker arrangements, ensuring smooth logistics. Assists with divisional projects, office operations, and procedure development to improve efficiency. Manages office space, screens calls, visitors, and information requests, and handles mail/packages. Assists with communications, maintains listservs, and manages division email and calendar accounts.

Financial Management: Processes financial transactions (vendor payments, cost transfers), manages contracts, OOEFs, purchase orders, and invoicing. Tracks and reconciles expenses daily, ensuring compliance with university policies. Reconciles monthly financial reports and maintains oversight of financial trackers. Supports team members with professional development, license renewals, office supplies, and reimbursements, maintaining accurate records and meeting deadlines.

MSSW Intern Process: Oversees all aspects of the MSSW intern process, including tracking application materials, onboarding, and managing intern logistics (room reservations, IT setup, laptop distribution). Manages visitor approvals, collaborates with HR for hiring efforts, and ensures timely stipend payments. Tracks intern access to systems and maintains records for interns and their assigned equipment

Human Resources Support: Assists with hiring efforts, managing applicant materials, interview schedules, and onboarding. Shares job postings and coordinates interview feedback and new hire preparations. Supports credentialing for new hires, ensuring timely completion and maintaining confidentiality. Manages onboarding forms, creates schedules, and prepares workspaces for new hires. Manage the Employee of the Quarter program in collaboration with the leadership team.

Other duties as assigned.

Required Qualifications

Bachelor’s degree with at least three (3) years of experience in advanced administrative functions within an academic setting, or a High School diploma/GED and five (5) years of senior-level administrative experience. Demonstrated expertise in accounts payable, purchasing systems, and receivable processing procedures, as well as experience tracking expenses, maintaining organized records, and planning large events. Strong calendar management skills and a high level of proficiency in Microsoft Office programs, including Excel, PowerPoint, Word, Outlook, and Visio. Exceptional technology skills, including experience with databases, spreadsheets, Smartsheet, and DocuSign. Highly detail-oriented, with outstanding organizational and time-management abilities. A self-starter capable of working efficiently and flexibly, both independently and collaboratively, in a fast-paced environment with minimal supervision. Must demonstrate flexibility, adaptability, empathy, and a professional demeanor. Proven ability to manage unpredictable workflows with reliability, excellent oral and written communication skills, and the ability to engage effectively with all levels of management. Skilled in problem-solving and critical thinking, with the capacity to navigate complex procedures, analyze challenging situations, brainstorm solutions, and implement effective resolutions. Strong collaborative skills and the ability to contribute constructively to a team environment. Quick learner with the ability to adopt new technologies and systems efficiently.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

A minimum of five (5) years of experience at the Senior Administrative Associate level, with proven experience providing administrative support at UT Austin. Background in higher education, specifically in roles supporting division leadership, and demonstrated expertise in scheduling and calendar management for executives. Experience in healthcare delivery, public health, or clinical social work is preferred. Familiarity with university systems such as Smartsheet, Workday, FRMS, and DEFINE, along with a strong working knowledge of UT policies and procedures.

Salary Range

$50,000+ depending on qualifications

Working 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 interest

Important for 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 that ALL Required 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 questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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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.

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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.

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Background Checks:

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

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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.

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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.

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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.

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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]

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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.