Senior Administrative Associate

Job Posting Title :

Senior Administrative Associate

Hiring Department : Dell Medical School

Position Open To : All Applicants

Weekly Scheduled Hours :

40

FLSA Status : Non-Exempt

Earliest Start Date :

Nov 17, 2025

Position Duration : Expected to Continue

Location : AUSTIN, TX

Job Details : General Notes

Dell Medical School is seeking a Senior Administrative Associate to provide executive support to the Chief Marketing and Communications Officer.

Purpose

As Dell Medical School embarks on the next chapter of its evolution - building a truly integrated academic health system - the Senior Administrative Associate plays a central role in ensuring the effectiveness and efficiency of the Marketing and Communications department. This position provides executive support to the Chief Marketing and Communications Officer and the Executive Director and manages critical administrative functions that enable the department to advance the vision and mission of Dell Med and the emerging health system it anchors.

Responsibilities

Executive & Departmental Support

Provide high-level executive support for the CMCO and Executive Director, including complex calendar management, meeting preparation, correspondence, and task prioritization.

Coordinate travel arrangements, itineraries, reimbursements, and associated logistics for executives and departmental staff.

Serve as a primary point of contact and liaison between executives and internal / external stakeholders, maintaining professionalism and discretion.

Manage confidential information, correspondence and department records with accuracy and sensitivity.

Administrative & Operational Management

Support day-to-day operations of the Marketing and Communications department, including scheduling, office management, procurement, and tracking of departmental expenses.

Assist in planning and executing department meetings, retreats and events, including logistics such as catering, facilities coordination and materials preparation.

Monitor departmental workflows, deadlines and requests to ensure timely execution and smooth operations.

Maintain and update departmental systems for document management, contact lists, and project tracking.

Project & Communication Coordination

Assist with special projects led by the CMCO and Executive Director, coordinating across units and ensuring follow-up on action items.

Draft and edit correspondence, presentations and administrative documents as needed.

Gather, organize and prepare background materials and data to support executive decision-making.

Support internal communication within the department, including agendas, announcements and updates.

Financial & Compliance Support

Process purchasing, reimbursements and payment requests in compliance with UT policies and procedures.

Reconcile department expenditures and assist with budget tracking, financial reports and account reconciliations.

Monitor and manage department credit card usage and purchasing requests as needed.

O ther related duties as assigned

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

Proficiency with office productivity tools and databases, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), with the ability to quickly learn and apply new technologies to streamline administrative workflows.

Strong verbal and written communication skills, with the ability to draft clear and professional correspondence, prepare polished documents and presentations, and interact effectively with a wide range of stakeholders.

Exceptional attention to detail, ensuring accuracy in scheduling, record-keeping, financial processing and departmental communications.

Demonstrated initiative and problem-solving skills, with the ability to anticipate needs, identify issues and develop effective solutions.

Capacity to thrive in a fast-paced environment, balancing multiple priorities while maintaining flexibility and composure.

Excellent organizational and time-management skills, with a proven ability to track tasks and deadlines to ensure timely completion of responsibilities.

Collaborative and collegial approach to work, fostering positive relationships across the department and institution; skilled at navigating sensitive situations with professionalism, discretion and empathy.

Required Qualifications

High school diploma or GED.

At least five years of progressively responsible administrative or clerical experience, including two years providing support at the administrative assistant or administrative associate level (or equivalent).

Demonstrated proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and ability to learn new technologies and systems.

Strong organizational and time-management skills, with proven ability to manage multiple tasks and priorities.

Excellent verbal and written communication skills, with the ability to interact effectively with diverse stakeholders.

Experience maintaining confidentiality and handling sensitive information with discretion.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor's degree in business administration, communications, or a related field.

Experience providing direct executive-level administrative support (e.g., managing complex calendars, coordinating travel, preparing reports, and handling correspondence).

Prior experience in an academic medical center, higher education, or health care setting.

Familiarity with University of Texas administrative, financial and procurement systems (e.g., Define, UT Market, FRMS, PointPlus).

Demonstrated experience with budget tracking, purchasing and expense reconciliation.

Proven ability to coordinate events, meetings and travel logistics in a professional environment.

Advanced proficiency in Microsoft Excel and data management tools.

Experience using customer relationship management (CRM) systems to organize, track and manage contacts or projects.

Evidence of initiative, problem-solving and process improvement in an administrative role.

Salary Range

$50,000 + depending on qualifications

Working Conditions

• 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

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 thatALLRequired 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 questionspresented 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 :

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.