Job Posting Title:

Senior Administrative Associate

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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:

Immediately

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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 Dell Medical School is looking for Senior Administrative Associate- Health Transformation Building.

This position is located at Health Transformation Building and is 100% on campus. 

Purpose
Serve as welcome concierge, administrative support and assist in the day-to-day execution of activities. 

Responsibilities

Greet and direct visitors to the correct facilities within Dell Medical School buildings. Answer multi-line phone system. Provide general information/guidance on Dell Medical School facilities at the HTB 1st floor reception desk. Maintain / service several conference rooms for the Health Transformation Building (HTB) including scheduling, ensuring they are clean and stocked with supplies if needed, & approving calendar requests. Validate parking tickets for visitors. Handle sensitive information with discretion. Arrange scheduling with Vendors as directed by Dell Med Facilities staff.  

Acquire knowledge of the premises and emergency evacuation protocol. Respond to complaints and find the appropriate solution.  

Maintain an inventory of current up to date maps and other informational handouts necessary to provide to visitors with information about the HTB facilitate and their locations inside the building. Work with Dell Med Communications, Dell Med Marketing, UTHA, and tenants on obtaining and maintaining a current version of this information upon request.  

Maintain current email notification list for all Dell Med faculty, staff, and affiliates by group & floor inside HTB.  

Order and restock, as needed, copier paper, office supplies & break room supplies weekly. Monitor and call for service when needed on Dell Medical School copiers. Install toner cartridges in copiers as needed. Accept catering orders for events within Dell Medical School facilities.  

Provide support to Dell Medical Facilities by composing and preparing correspondence and documents as directed by Dell Med Facilities staff. Monitor Dell Med Facilities email inbox. Respond to inquiries as needed or forward to appropriate Dell Med Facilities Team member.  

Maintain and handle confidential information. 

Other related duties as assigned.

Required Qualifications
Bachelor’s degree and 3 years' clerical experience, including one 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. Bilingual in English and Spanish. Experience using PC or Macintosh computers and Microsoft Office software. Demonstrated excellent communication, interpersonal, and customer service skills. Demonstrated ability to communicate effectively in person, over the phone, and in writing. Demonstrated attention to detail. Experience handling and maintaining confidential and sensitive information. Relevant education and experience may be substituted as appropriate.

Preferred Qualifications
Experience working with the public (medical field). Experience working for multiple managers. Experience handling multiple tasks and working under deadline pressures. Experience working as part of a team in a dynamic environment. Experience with Smartsheet. Efficiency with Microsoft Excel, and Microsoft Outlook. 

Salary Range
$48,000+ depending on qualifications

Working Conditions

May work around standard office conditions.

May work around biohazards.

May work around chemicals.

Repetitive use of a keyboard at a workstation.

Climbing of stairs.

Lifting and moving.

Occasional weekend, overtime, and evening work to meet deadlines. 

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.