Senior Administrative Associate at The University of Texas at Austin in Austin, TX

Job description

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: AUSTIN, TX ---- Job Details: GENERAL NOTES The Dell Medical School is looking for a Senior Administrative Associate. PURPOSE 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. RESPONSIBILITIES 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. Manages conference room scheduling for the Dean's Office, proactively identifying and resolving reservation conflicts before they impact meetings. Ensures every conference room is reset, cleaned, and ready for the next use following each meeting or event, including managing AV and furniture set-up/breakdown. Coordinates candidate and executive visits, including scheduling interviews and meetings, arranging travel and accommodations, coordinating catered meals, and processing related reimbursements. Works with other key administrative staff to facilitate easy workflow. COMMUNICATION MANAGEMENT Serves as the first point of contact for all guests and visitors to the office; manages the flow of traffic through the office and conference rooms. Answers them main office line and directs calls appropriately, serving as an information source for the building and internal functions. Prepares routine, well-written correspondence, reports, meeting agendas and materials on behalf of the Director of Operations, Dean’s Office. Maintains accurate and professional correspondence logs, files, information databases, and other tracking systems as necessary. Acts as liaison between department leadership and other staff members; serves as backup administrative support for other executive assistant staff as needed. MEETING AND EVENT COORDINATION Serves as the primary point of contact and on-the-ground lead for all Dean's Office events, from small meetings to large receptions and conferences — coordinating logistics, vendors, and room readiness from start to finish. Conducts necessary research and compiles data for decision-making. Schedules, attends, and takes minutes for meetings as needed. Coordinates travel arrangements for supported team members, including developing itineraries, arranging transportation, hotel bookings, and processing reimbursements. Works collaboratively with Dell Medical School departments, University offices, UT System, other academic and private sector entities to support assigned projects and initiatives. Makes arrangements for and receives official guests. DOCUMENT & OFFICE MANAGEMENT Owns inventory management for the breakroom and supply room, tracking stock levels and ordering to maintain a consistent, reliable supply of office and kitchen/beverage items. Interacts directly with vendors and vendor representatives to place and manage orders. Maintains and organizes important documents and records. Prepares reports, presentations, and other documents as needed. Ensures confidentiality and security of sensitive information. Manages incoming/outgoing departmental mail. undefined FINANCIAL SUPPORT (10%) Processes travel and purchasing requests, reimbursements, and vendor payments.Assists with entries related to the department's annual budget, monthly reconciliations, and variance reports.Processes finance-related requests (e.g., OOEFs, RTAs) in accordance with institutional procedures. Other related duties as assigned. KNOWLEDGE/SKILLS/ABI