The University of Texas at Austin Job Posting

 
This posting is Closed

Senior Administrative Associate - Senior Administrative Associate, Internal Medicine

Hiring department Medical School
Monthly salary $3,750+ depending on qualifications
Hours per week 40.00 Standard from 800AM to 500PM
Posting number 18-02-23-01-9025
Job Status Closed
FLSA status Non-exempt
Earliest Start Date Immediately
Position Duration Funding expected to continue
Position open to all applicants
Location Austin (main campus)
Number of vacancies 1
General Notes

None provided

Required Application Materials

  • A Resume is required in order to apply
  • A Letter of Interest is required in order to apply.
  • A List of 3 References is required in order to apply.

Additional Information

Purpose

To provide high-level administrative and logistical support to faculty and staff of the Section of Palliative Care in the Department of Internal Medicine of the Dell Medical School at UT Austin.

Essential Functions

Manage calendars for section leaders, often requiring independent decision-making. Schedule appointments and meetings; assemble appropriate reference materials for all meetings. Reserve conference rooms and phone lines and handle all other necessary logistical details. Coordinate medium to large functions/events on and off of the University campus: securing venues, developing invitations and promotional materials, arranging catering, tracking attendance, and taking notes. Coordinate travel arrangements for section leaders, faculty/staff and invited visitors. Develop itineraries, book flights, handle arrangements with drivers or cars, reserve meeting facilities, hotel lodging, and other necessary arrangements. Process travel reimbursement and other expenses, clearly tracking submission and receipt of funds in real time. Assist with faculty and staff recruitment including: scheduling interviews, collecting and processing applications and required forms, and collecting interviewer feedback on candidates. Process and track prospective faculty appointment requests, dossiers and paperwork in centralized systems. Assist with special projects and any other tasks as related business needs arise, which will include Palliative Medicine Fellowship program development. Maintain broad organizational perspective to effectively carry out internal and external relationships of the Department. Provide other administrative support such as: Assist with the creation and maintenance of office directories and stakeholder lists. Draft correspondence, reports, presentations and materials and notices on behalf of Departmental leaders. Assist with follow up materials as requested. Maintain accurate and professional correspondence logs, files, information databases, and other tracking systems as necessary.

Marginal/Incidental functions

Other related functions as assigned.

Required qualifications

Bachelor's degree and at least 3 years of experience with advanced administrative functions or High School graduation or GED and 7 years of administrative experience. Calendar management and other support directly for senior leaders. Prior experience with financial and/or purchasing systems. Experience tracking expenses, keeping organized records and planning events. Highly detail-oriented with outstanding organizational and time-management skills. High level of proficiency with Microsoft Office programs: Excel, PowerPoint, Word, Outlook, Visio, etc. A self-starter - 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. Demonstrated problem-solving and critical thinking skills. Ability to address individuals and information with a high degree of sensitivity and confidentiality in various delicate, formal or urgent situations. Equivalent combination of relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Experience in providing support in an administrative office at UT Austin; working knowledge of UT policies and procedures. Start-up experience in any sector. Experience in healthcare delivery, public health or research. The Dell Medical School is especially interested in qualified candidates who can contribute to diversity and excellence within the learning health system. At the Dell Medical School we strive to create a vital, inclusive health ecosystem. To ensure alignment, we follow these fundamental values: https://dellmed.utexas.edu/culture.

Working conditions

May work around standard office conditions Repetitive use of a keyboard at a workstation Use of manual dexterity

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