Sr. Administrative Associate

Sr. Administrative Associate

The Senior Administrative Associate provides high-level advanced and complex administrative support for a department. This role involves managing complex schedules, coordinating meetings, handling correspondence, and maintaining records and is crucial for ensuring efficient office operations and supporting overall organizational goals.

Responsibilities

• Calendar Management And Scheduling
• Manages complex calendars to prioritize the work schedule and flow of work products with fluid reprioritization that will often require both independent and collaborative decision-making.
• Performs office administrative functions consistent with the assigned leader(s)' function, to meet critical deadlines by assessing and deploying the personnel and resources to ensure efficient workflow and work distribution; ensures protocols are followed and deliverables are met.
• Works with other key administrative staff to facilitate easy workflow.
• Coordinates and schedules visitor travel and agendas; plan catering for lunch meetings and special events; manage contact lists and committee membership lists.
• Communication Management
• Finds and organizes information internal and external to the University to support decision-making and reporting in an efficient manner.
• Handles incoming and outgoing communications, including emails and phone calls.
• Prepares routine, well-written correspondence for distribution and prepares correspondence on behalf of assigned leader(s).
• Maintains accurate and professional correspondence logs, files, information databases, and other tracking systems as necessary.
• Acts as liaison between the leader and other staff members.
• Meeting And Project Coordination
• Conducts necessary research and compiles data for decision-making.
• Coordinates with various departments to support project execution.
• Schedules, attends, and takes minutes for meetings as needed.
• Works collaboratively with Dell Medical School departments, University offices, UT System, other academic and private sector entities to support assigned projects and initiatives.
• Document Management
• Maintains and organizes important documents and records.
• Prepares reports, presentations, and other documents as needed.
• Ensures confidentiality and security of sensitive information.
• Manages assigned databases, entering date, coordinating approvals, and sending emails.
• Financial Support
• Processes travel and purchasing, reimbursements.
• Manages entries in databases and assists with the preparation and completion of the function's annual budget.
• Processes monthly account reconciliations and variance reports.
• Assists in the scheduling of travel, maintains record and processes reimbursements and related activities.

Required Qualifications

• High School Diploma/GED
• At least 5 year(s) of experience in supportive administrative/clerical function, including 2 years of experience at either the Administrative Assistant or the Administrative Associate level.

Relevant education and experience may be substituted as appropriate

Preferred Qualifications:

• Related experience in an academic healthcare setting.
• Working knowledge of UT policies and procedures.
• Advanced proficiency with Microsoft Office.
• Demonstrated problem-solving experience managing complex calendars.

Salary Range

$49,769+ depending on qualifications

Working Environment/Equipment

• Standard office equipment and environment
• Repetitive use of a keyboard

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest