Senior Administrative Associate

Job Details

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General Notes

The Health Transformation Research Institute (HTRI) within the Office of Research at Dell Medical School is seeking a highly organized Senior Administrative Associate to provide operational and administrative support for research programs, initiatives, leadership, and programmatic staff. This role supports a fast-paced research environment and works collaboratively across multiple teams and stakeholders.

Purpose

The Senior Administrative Associate provides advanced administrative and operational support to the Health Transformation Research Institute (HTRI). This role supports research programs and initiatives while managing complex administrative functions that contribute to efficient operations and organizational success.

Responsibilities

Calendar Management and Scheduling

• Manage complex calendars to prioritize work schedules and workflow while adapting to changing priorities
• Perform office administrative functions to meet critical deadlines through effective coordination of personnel and resources
• Work collaboratively with administrative staff to facilitate efficient workflow
• Coordinate visitor travel, agendas, catering, contact lists, and committee membership lists

Communication Management

• Gather, organize, and manage information to support decision-making and reporting
• Handle incoming and outgoing communications, including emails and phone calls
• Prepare routine correspondence and communications on behalf of assigned leaders
• Maintain correspondence logs, files, databases, and tracking systems
• Serve as a liaison between leadership and staff members
• Maintain familiarity with HTRI resources, opportunities, and activities to appropriately direct inquiries
• Support communications efforts that promote HTRI resources, activities, and accomplishments

Meeting and Project Coordination

• Conduct research and compile data to support decision-making
• Coordinate with departments and stakeholders to support project execution
• Schedule meetings, attend meetings, and prepare meeting minutes as needed
• Collaborate with Dell Medical School departments, University offices, UT System, academic institutions, and private sector entities
• Administer HTRI programs, including pilot grant programs

Document Management

• Maintain and organize important documents and records
• Prepare reports, presentations, and other materials as needed
• Ensure confidentiality and security of sensitive information
• Manage assigned databases, approvals, communications, and data entry activities

Financial Support

• Process travel requests, purchasing activities, reimbursements, and related transactions
• Manage database entries and assist with budget preparation and completion
• Process monthly account reconciliations and variance reports
• Coordinate travel arrangements and reimbursement activities
• Route and approve vouchers, create and execute contracts, and support award payment processes
• Collect and compile spending information, reconciliations, and budget updates
• Support pilot grant programs, awards administration, invoices, contracts, and purchase orders
• Coordinate with Dell Medical School Finance and Office of Research financial leadership as needed

Marginal or Periodic Functions

• Assist with training on applicable University processes
• Support professional development and continuing education activities
• Serve as a mentor and resource to less experienced staff
• Adhere to internal controls and reporting structure
• Perform related duties as assigned

Knowledge, Skills, and Abilities

Administrative Operations

• Skilled in using office tools, databases, and communication platforms to support administrative workflows
• Proficient in Microsoft Office Suite, including Word, Excel, and PowerPoint
• Experience with data entry and database management tools

Communication

• Demonstrates excellent verbal and written communication skills
• Drafts clear, concise, and professional correspondence
• Listens actively and conveys information accurately

Attention to Detail

• Reviews work carefully and follows up on details
• Identifies and corrects errors in documents and communications
• Maintains accuracy in records and reporting

Problem Solving

• Demonstrates initiative in identifying issues and developing solutions
• Exercises sound judgment and decision-making skills
• Effectively manages competing priorities

Organization and Time Management

• Maintains multiple projects, tasks, and deadlines simultaneously
• Organizes work efficiently and ensures timely completion of assignments
• Utilizes tools and processes to manage workload effectively

Collaboration and Relationship Building

• Builds and maintains positive relationships with colleagues and stakeholders
• Collaborates effectively across departments and teams
• Demonstrates professionalism, empathy, and conflict-resolution skills

Required Qualifications

• Bachelor’s degree and three years of clerical experience, including one year at either the Administrative Assistant or Administrative Associate level; OR
• High School Diploma or GED and seven years of experience in a supportive administrative or clerical function, including two years at either the Administrative Assistant or Administrative Associate level
• Demonstrated ability to manage complex calendars, support multiple stakeholders, and prioritize tasks effectively
• Proven ability to coordinate multiple projects and meet deadlines
• Strong written and verbal communication skills
• Proficiency in Microsoft Office Suite
• Ability to maintain confidentiality and consistently demonstrate a high level of professionalism
• One year of full-time equivalent applicable experience may be substituted for each thirty semester hours of college credit earned, or vice versa; however, a minimum of one year of applicable experience is required

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Bachelor’s degree and more than three years of administrative experience
• Experience in an academic healthcare setting or research administration
• Familiarity with University of Texas systems, including DEFINE, Workday, FRMS, and UT Market
• Experience coordinating events and managing purchasing processes
• Proficiency with Zoom, Microsoft Teams, and shared cloud-based file systems
• Working knowledge of University of Texas policies and procedures
• Advanced proficiency with Microsoft Office
• Demonstrated problem-solving experience managing complex calendars

Licenses/Registrations/Certifications

Required

• None

Preferred

• None

Salary Range

$49,768+ depending on qualifications

Working Conditions

• Standard office environment
• Repetitive use of a keyboard and computer
• Frequent interaction with internal and external stakeholders
• May require attendance at meetings, events, and program activities as needed

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 into 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:

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.

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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.

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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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