Senior Administrative Associate, UT Health Austin, Dell Medical School

Job Posting Title:

Senior Administrative Associate, 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:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

Purpose

To provide administrative and logistical support to the UT Health Austin clinical operations centered around team-focused collaboration and flexible contribution within department-identified priorities. Related responsibilities may transition over time as specific units need to grow or shift.

Responsibilities

• Support calendaring for several senior staff members and serve as the backup for support to the Executive Assistant. Assist 10th floor visitors locating correct conference rooms and offices.

• Regularly monitor supply levels and utilize existing UT procurement systems (UT Market, Pro Card, etc.) to order supplies/materials and process UTHA related expenses. Stock office supplies and break room supplies. Support FedEx shipping. Support materials management/procurement processes from order entry to invoice/payment processing.

• Submit and process all required UT documentation related to travel, reimbursements, and purchases using the university’s, Dell Medical School’s, and UT Health Austin’s existing processes and systems.

• Compose and prepare relevant correspondence, reports, presentations, materials, and notices, and assist with follow-up materials as requested. Develop and maintain dashboards and analyses in Smartsheet, Excel and other software programs. Maintain copies of documents for office files. Present regular status updates on assigned initiatives including escalation of issues, related timelines, and resourcing requirements.

• Assist in the coordination of UTHA-wide events and meetings, including getting quotes from caterers and event venues. Use online tools to track responses and attendance. Reserve meeting and event rooms.

• Perform 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. Prior experience with financial reimbursement and/or purchasing systems. Experience tracking expenses, keeping organized records, and planning events. Experience with general office management and office procedures. Proficiency in Microsoft Office, Smartsheet and other business and analytical software programs. Demonstrated excellent analytical skills, problem solving ability, and critical thinking skills. Ability to multi-task, operate successfully under high-pressure situations. Ability to work efficiently, accurately, and flexibly in a fast-paced environment with minimal guidance. Excellent verbal and written communication skills with proven ability to effectively communicate with all levels of management and respond to stakeholders tactfully, clearly, and concisely. Outstanding organizational and time-management skills. Ability to address individuals and information with a high degree of sensitivity and confidentiality in various delicate, formal, or urgent situations. An equivalent combination of relevant education and experience may be substituted as appropriate.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Working knowledge of UT policies and procedures. Experience providing support at the University of Texas in an administrative office. Prior experience using UT Financial Systems such as Define, FRMS, Point Plus, and UT Market. More than the required number of years of experience. Related experience in an academic healthcare setting. Start-up experience in any sector. Experience in health care delivery.

Salary Range

$48,000+ 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.