Temporary Senior Administrative Associate - Department of Quantitative and System Health Sciences - Dell Medical School - (UTEMPS)

Temporary Senior Administrative Associate - Department of Quantitative and System Health Sciences - Dell Medical School - (UTEMPS)

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.

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.

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.

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.

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. Processes travel and purchasing, reimbursements. Manages entries in databases and assists with the preparation and completion of the functions annual budget. Processes monthly account reconciliations and variance reports. Assists in the scheduling of travel, maintains record and processes reimbursements and related activities.

Assists with training on applicable UT processes as needed. Promotes individual professional growth and development by meeting requirements for mandatory/continuing education and skills competency while supporting department-based goals which contribute to the success of the organization; Serves as preceptor, mentor, and resource to less experienced staff. Adheres to internal controls and reporting structure. Performs related duties as required.

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. Demonstrated ability to manage complex calendars, support multiple stakeholders, and prioritize tasks effectively. Proven ability to coordinate multiple projects and meet deadlines. Experience coordinating events and managing purchasing processes. Strong written and verbal communication skills. Proficiency in Microsoft Office Suite. Ability to maintain confidentiality and consistently demonstrate a high level of professionalism.