Administrative Specialist

Job Posting Title: Senior Administrative Associate Hiring Department: Dell Medical School Position Open To: All Applicants Weekly Scheduled Hours: 40 FLSA Status: Non-Exempt from FLSA Earliest Start Date: Immediately Position Duration: Expected to Continue Location: UT MAIN CAMPUS Job Details General Notes The Health Transformation Research Institute within the Office of Research at Dell Medical School is seeking a Senior Administrative Associate. Purpose The Senior Administrative Associate provides advanced administrative and operational support to the Health Transformation Research Institute (HTRI). This role supports research programs and initiatives while managing complex administrative functions that contribute to efficient operations and organizational success. Responsibilities Calendar Management and Scheduling Manage complex calendars to prioritize work schedules and workflow while adapting to changing priorities Perform office administrative functions to meet critical deadlines through effective coordination of personnel and resources Work collaboratively with administrative staff to facilitate efficient workflow Coordinate visitor travel, agendas, catering, contact lists, and committee membership lists Communication Management Gather, organize, and manage information to support decision-making and reporting Handle incoming and outgoing communications, including emails and phone calls Prepare routine correspondence and communications on behalf of assigned leaders Maintain correspondence logs, files, databases, and tracking systems Serve as a liaison between leadership and staff members Maintain familiarity with HTRI resources, opportunities, and activities to appropriately direct inquiries Support communications efforts that promote HTRI resources, activities, and accomplishments Meeting and Project Coordination Conduct research and compile data to support decision-making Coordinate with departments and stakeholders to support project execution Schedule meetings, attend meetings, and prepare meeting minutes as needed Collaborate with Dell Medical School departments, University offices, UT System, academic institutions, and private sector entities Administer HTRI programs, including pilot grant programs Document Management Maintain and organize important documents and records Prepare reports, presentations, and other materials as needed Ensure confidentiality and security of sensitive information Manage assigned databases, approvals, communications, and data entry activities Financial Support Process travel requests, purchasing activities, reimbursements, and related transactions Manage database entries and assist with budget preparation and completion Process monthly account reconciliations and variance reports Coordinate travel arrangements and reimbursement activities Route and approve vouchers, create and execute contracts, and support award payment processes Collect and compile spending information, reconciliations, and budget updates Support pilot grant programs, awards administration, invoices, contracts, and purchase orders Coordinate with Dell Medical School Finance and Office of Research financial leadership as needed Marginal or Periodic Functions Assist with training on applicable University processes Support professional development and continuing education activities Serve as a mentor and resource to less experienced staff Adhere to internal controls and reporting structure Perform related duties as assigned Knowledge, Skills, and Abilities Administrative Operations Skilled in using office tools, databases, and communication platforms to support administrative workflows Proficient in Microsoft Office Suite, including Word, Excel, and PowerPoint Experience with data entry and database management tools Communication Demonstrates excellent verbal and written communication skills Drafts clear, concise, and professional correspondence Listens actively and conveys information accurately Attention to Detail Reviews work carefully and follows up on details Identifies and corrects errors in documents and communications Maintains accuracy in records and reporting Problem Solving Demonstrates initiative in identifying issues and developing solutions Exercises sound judgment and decision-making skills Effectively manages competing priorities Organization and Time Management Maintains multiple projects, tasks, and deadlines simultaneously Organizes work efficiently and ensures timely completion of assignments Utilizes tools and processes to manage workload effectively Collaboration and Relationship Building Builds and maintains positive relationships with colleagues and stakeholders Collaborates effectively across departments and teams Demonstrates professionalism, empathy, and conflict-resolution skills Required Qualifications Bachelor’s degree and three years of clerical experience, including one year at either the Administrative Assistant or Administrative Associate level; OR High School Diploma or GED and seven years of experience in a supportive administrative or clerical function, including two years at either the Administrative Assistant or Administrative Associate level Demonstrated ability to manage complex calendars, support multiple stakeholders, and prioritize tasks effectively Proven ability to coordinate multiple projects and meet deadlines Strong written and verbal communication skills Proficiency in Microsoft Office Suite Ability to maintain confidentiality and consistently demonstrate a high level of professionalism 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 Relevant education and experience may be substituted as appropriate. Preferred Qualifications Bachelor’s degree and more than three years of administrative experience Experience in an academic healthcare setting or research administration Familiarity with University of Texas systems, including DEFINE, Workday, FRMS, and UT Market Experience coordinating events and managing purchasing processes Proficiency with Zoom, Microsoft Teams, and shared cloud-based file systems Working knowledge of University of Texas policies and procedures Advanced proficiency with Microsoft Office Demonstrated problem-solving experience managing complex calendars Licenses/Registrations/Certifications Required None Preferred None Salary Range $49,768+ depending on qualifications Working Conditions Standard office environment Repetitive use of a keyboard and computer Frequent interaction with internal and external stakeholders May require attendance at meetings, events, and program activities as needed 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 into 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. 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. 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. Background Checks A criminal history background check will be required for finalist(s) under consideration for this position. 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. 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. 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. 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 and Spanish) [PDF] Right to Work Poster (English) [PDF] Right to Work Poster (Spanish) [PDF] 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. Comments and Inquiries: Email comments to View email address on click.appcast.io. For questions or concerns regarding equal opportunity only, contact Equal Opportunity Services. Additional information for applicants can be found on the Human Resources web page: Applying for Employment. For more job information, call the Human Resource Service Center at View phone number on click.appcast.io, or toll-free at View phone number on click.appcast.io. UT Austin is a Tobacco-free Campus #J-18808-Ljbffr