Temporary Senior Administrative Associate - Department of Surgery and Perioperative Care - (UTEMPS)

Job Posting Title:

Temporary Senior Administrative Associate - Department of Surgery and Perioperative Care - (UTEMPS)

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Hiring Department:

UTemp Pool

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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 Until Aug 31, 2024

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

Only competitive applicants selected will be contacted and provided with instructions on the continued application process. This temporary assignment may be filled at any time.  Please no phone calls or emails. The projected end date for this assignment is August 31, 2024. This temporary assignment may transition to regular status. Please note: The Institute for Cardiovascular Health is a division within the Department of Surgery and Perioperative Care. The office location is at Medical Park Tower, 1301 W. 38th Street, Suite 307. There may be an occasional need (1xmonth) for the temporary employee to travel to Ascension Seton Williamson or Ascension Hays Hospital to meet with their faculty member.

Purpose

 To provide high-level administrative and logistical support to senior staff and faculty members in the Department of Surgery and Perioperative Care of the Dell Medical School, specifically in the Division for Cardiovascular and Thoracic Surgery.

Responsibilities

• Serves as primary administrative assistant to multiple faculty members and/or staff leadership in the adult cardiothoracic surgery program. Manages calendars often requiring independent decision-making. Maintain calendars, all appointments, and related logistical details. Directly schedule meetings, including doodle poll/availability compilation. Submits and processes all required UT documentation related to travel, faculty member professional development, events, reimbursements, and purchases using the university's, Dell Medical School's, and the department's existing processes and systems. Utilizes existing UT procurement systems (UT Market, Pro Card, etc.) to order and process Department-related expenses. Clearly tracks submission and receipt of funds in real-time to manage expenses Coordinates travel, including confirming flight and car arrangements, creating itineraries, and processing reimbursements for faculty members, candidates, visitors, and department meetings/events.

• Serve as the first point of contact for faculty members' visitors, make arrangements for official guests, and receive and greet visitors. Use online tools to track responses and attendance. Reserve meeting and event rooms; some events may be outside normal business hours Manage relevant departmental faculty and staff onboarding and transition logistics (phone, IT, office setup, etc.). Compose and prepare relevant business correspondence, reports, presentations, materials, and notices, and assist with follow-up materials as requested. Maintain copies of documents for office files. Responsible for team-focused collaboration and flexible contribution within department-identified priorities. Serves as the primary point of backup and coverage for other administrative team members. Related responsibilities may transition over time as the specific unit needs to grow or shift. Other duties as assigned.

Required Qualifications

Bachelor's degree and three years of clerical experience, including one year of experience at either the Administrative Assistant or the Administrative Associate level, or high school graduation or GED, and seven years of clerical experience, including one year at either the Administrative Assistant or the Administrative Associate level. One year of full-time equivalent applicable experience may be substituted for each thirty semester hours of college credit earned, or vice versa; however, a minimum of one year of applicable experience is required. Experience tracking expenses or keeping organized records. Experience with general office management and office procedures. Advanced proficiency in Microsoft Office. Demonstrated excellent analytical skills, problem-solving ability, and critical thinking skills. Ability to multi-task, and 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 tactfully, clearly, and concisely. Outstanding organizational and time-management skills. Professional demeanor with tact and respect at all times. Ability to address individuals and information with a high degree of sensitivity and confidentiality in various delicate, formal, or urgent situations. Please note: The Institute for Cardiovascular Health is a division within the Department of Surgery and Perioperative Care. The office location is at Medical Park Tower, 1301 W. 38th Street, Suite 307. There may be an occasional need (1xmonth) for the temporary employee to travel to Ascension Seton Williamson or Ascension Hays Hospital to meet with their faculty member. 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, PointPlus and UT Market. More than the required number of years of experience. Related experience in an academic healthcare setting. The Dell Medical School is especially interested in qualified candidates who can contribute to diversity and excellence within the learning health system. At the Dell Medical School, we strive to create a vital, inclusive health ecosystem. To ensure alignment, we follow these fundamental values: https://dellmed.utexas.edu/culture .

Hourly Rate

$23.00

Working Conditions

• Attire: Business attire

• Standard Office Environment, Repetitive use of a keyboard at a workstation

Work Shift

• Hours per week - 40

• The work schedule is from 8:00 a.m. to 5:00 p.m.

Required Materials

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

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.