Senior Administrative Associate

Senior Administrative Associate

The Department of Quantitative and Systems Health Sciences at Dell Medical School is seeking a Senior Administrative Associate to support Department of Quantitative and Systems Health Sciences.

The Department of Quantitative and Systems Health Sciences brings together experts from across healthcare, research, and data science to develop innovative solutions that improve patient care, health outcomes, and healthcare systems. As a collaborative hub within Dell Medical School and UT Austin, the department supports research, education, and partnerships that use data, technology, and evidence-based approaches to address complex health challenges. The department plays a key role in advancing new tools and discoveries that can be applied to real-world healthcare settings. The Senior Administrative Associate provides essential coordination and operational support to help achieve the department's mission.

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.

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.

Other duties as identified by department

Marginal or Periodic Functions:

• 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.

Knowledge/Skills/Abilities

• Skilled in using office tools, databases, and communication platforms to streamline administrative workflows; proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with data entry and CRM tools.

• Demonstrates excellent verbal and written communication skills; ability to draft clear and concise emails, listen actively, and convey information accurately.

• Perceptive in reviewing work, following up on details, and noticing and correcting errors in documents and communications.

• Demonstrated ability to take initiative, identify issues and develop effective solutions.

• Thrives in a dynamic environment, managing multiple priorities while supporting team operations.

• Keeps track of multiple tasks and deadlines, ensuring nothing falls through the cracks.

• Maintains a clean and organized workspace and uses tools to manage time and tasks efficiently.

• Ability to maintain positive relationships with colleagues and stakeholders; collaborates effectively with people across the organization; demonstrates empathy and resolves conflicts amicably.

Education & Experience

Minimum Qualifications:

Requires a Bachelor's degree and one year of clerical experience at either the Administrative Assistant or the Administrative Associate level; or a High School Diploma/GED with 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.

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.

Preferred Qualifications:

• Related experience in an academic healthcare setting or research administration.

• Working knowledge of UT policies and procedures.

• Advanced proficiency with Microsoft Office.

• Demonstrated problem-solving experience managing complex calendars.

Familiarity with University of Texas systems (DEFINE, Workday, FRMS, UT Market, etc.). Proficiency in collaboration platforms such as Microsoft Teams and shared cloud file systems.

Licenses, Registrations or Certifications

Required:

• None.

Preferred:

• None.

Salary Range

$49,768 + depending on qualifications

Working Environment/Equipment

• Standard office 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