Senior Administrative Associate

Job Posting Title:

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Position Open To:

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Weekly Scheduled Hours:

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FLSA Status:

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Earliest Start Date:

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Position Duration:

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Location:

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Job Details:

General Notes

The Department of Pediatrics at the Dell Medical School is seeking a Senior Administrative Associate.

Purpose
The Senior Administrative Associate will provide high-level administrative and logistical support in the Department of Pediatrics, which is based at Dell Children's Medical Center/the Dell Pediatric Research Institute.

Responsibilities

Administrative:

• Event Coordination: Coordinate and execute department events both on and off the University/Dell Children's campus by securing venues, developing invitations and promotional materials, arranging catering, tracking attendance, and taking notes.

• Travel Coordination: Coordinate travel arrangements for faculty/staff and invited visitors. Develop itineraries, book flights, handle arrangements with drivers or cars, reserve meeting facilities and hotel lodging, and manage other necessary arrangements. Process travel reimbursements and other expenses while clearly tracking submission and receipt of funds in real time. Communicate UT travel policies to faculty and guests.

• Daily Operations: Assist with daily operational activities for the Department of Pediatrics, including special projects and any other tasks related to business as needs arise. Maintain a team-focused collaboration and contribute flexibly within department-identified priorities. Adapt related responsibilities over time as specific unit needs grow or shift.

Business/Finance:

• Hotel, Meetings, and Events Cardholder: Manage the department's events credit card, including approving usage requests from department staff, training staff on correct usage, reconciling monthly expenses, and processing payments in DEFINE.

• Expense Tracking: Oversee the tracking of research participant gift cards, working with research support staff to ensure timely reconciliation.

• Procurement Support: Support faculty and staff with purchasing requests and payment processing as needed.

• Inventory: Manage the department's annual inventory process. Track service agreements and coordinate maintenance and repair of research equipment as needed.

• Continuous Improvement: Contribute suggested improvements to department-wide tracking and organizational systems.

• Perform related duties as assigned.

Required Qualifications

Bachelor's degree and 3 years of administrative experience or customer service. Proficiency in Microsoft Excel, Word, PowerPoint and Outlook and willingness to learn other technologies as necessary. Highly detail-oriented with outstanding organizational and time-management skills. Experience tracking expenses, keeping organized records and planning events. Ability to work efficiently and flexibly in a fast-paced environment with minimal guidance. Professional demeanor - excellent oral and written communication skills with proven ability to effectively communicate with all levels of management and respond to faculty and staff tactfully, clearly and concisely.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Experience with business support functions in a university academic department or research program. Prior experience using UT Financial Systems such as Define, FRMS, PointPlus, and UT Market. Experience with UT procurement policies and procedures. Interest and experience in process improvement.

Salary Range
$50,000+ depending on qualifications

Working Conditions

• May work around standard office conditions

• Repetitive use of a keyboard at a workstation

• Occasional weekend, overtime and evening work as needed for event support

• This position offers a hybrid, flexible work schedule between the hours of 7am-7pm.

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 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:

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Retirement Plan Eligibility:

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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.