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:

AUSTIN, TX

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Job Details:

General Notes

The Dell Medical School is looking for a Senior Administrative Associate.

Purpose

The purpose of this position is to serve as the first point of contact for all guests and visitors to the Dean’s Office. The position manages all conference rooms, stocks the breakroom and manages the ordering of office supplies. This position also assists the Dean’s Office staff with events, candidate visits, finance processing and other duties as assigned.

Responsibilities

Actively manage conference room calendars as necessary ensuring set-up, clean-up and AV needs are managed by requesters. Assist with routine scheduling, as needed including doodle poll/availability compilation. Assist in the coordination of candidate visits and interview scheduling, as needed. Coordinate special projects, conferences, receptions, and events for the Dean’s office under the direction of the Dean’s office staff.

Coordinate travel arrangements for supported team members, including processing reimbursements. Develop itineraries, handle arrangements with drivers or cars, provide detailed driving directions with maps, reserve meeting facilities, hotel arrangements, and other necessary arrangements. 

Provide administrative support to the Dean’s office executives when asked and serve as first point of back up for all EA staff on the 5th floor (as needed and for absence & vacation) which includes: composing and preparing correspondence, reports, meeting agendas, materials and notices, and assisting with follow-up materials as requested. 

Provide administrative support to the Dean’s Office executives and staff with UT Finance requests (including processing OOEF’s, RTA’s, vendor payments and reimbursements). 

Maintain copies of documents for office files. 

Monitor/Order supply levels and collect supply requests for both office supplies and kitchen/beverage supplies. Interact with vendors and vendors representatives. Collect and disperse departmental mail. 

Assist with calendaring and scheduling of items, as needed. Answer main DMS 5-5000 line and direct calls appropriately; serve as an information source for the building, Dean’s office and internal functions. 

Serve as first point of contact for visitors in the Dean's Office. Make arrangements for official guests and receive and greet visitors. Manage the flow of traffic through the Dean’s office and 5th floor conference rooms. Maintain kitchen, kitchen supplies and prepare coffee service for morning meetings and throughout day, including end of day clean up. 

Assist with special projects, as assigned. 

Other related duties as assigned.

Required Qualifications

Bachelor's Degree and three years of experience at the Administrative Assistant level, or high school graduation or GED, and seven years of administrative experience. Experience with general office management/office procedures and providing office support to leadership. Experience tracking expenses, keeping organized records, and planning events. Ability to multi-task and operate under high-pressure situations. Advanced proficiency in Microsoft Office. Detail-oriented. Excellent communication and customer service skills. Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

More than required experience and related experience in an academic healthcare setting. Prior experience using UT Financial Systems such as Define, FRMS, PointPlus and UT Market orders. Working knowledge of UT policies and procedures. Experience providing support at the University of Texas in an administrative office. 

Salary Range

$45,000+ 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.