Senior Administrative Associate

Job Posting Title:

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Hiring Department:

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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:

This is a two-year fixed-term appointment, renewable based on business need and available funding.

This position is on-site (UT Austin/Dell Medical School campus) 3-4 days per week, with the possibility of limited remote work (1-2 days per week) as duties permit.

This role facilitates faculty recruitment, onboarding, and related administrative operations for a large academic medical department.

ADMINISTRATIVE MANAGEMENT AND SCHEDULING

• Coordinates and schedules faculty candidate and visitor travel and agendas; manages contact lists and committee membership lists.

• Coordinates both virtual and onsite meetings/interviews and develops detailed itineraries.

• Plans catering for meetings and special events.

• Performs office administrative functions consistent with assigned leader(s)' responsibilities to meet critical deadlines by assessing and deploying personnel and resources to ensure efficient workflow and work distribution.

• Ensures protocols are followed and deliverables are met.

• Works with other key administrative staff to facilitate seamless workflow and provides back-up coverage to ensure continuity of operations.

• Manages complex calendars, prioritizing schedules and work products with fluid reprioritization that often requires both independent and collaborative decision-making, including calendars for key committees (e.g., faculty recruitment review committee).

MEETING AND PROJECT COORDINATION

• Serves as administrative lead for faculty-physician recruitment; plans, organizes, estimates, and monitors recruitment efforts end-to-end on behalf of the department.

• Coordinates regular and ad hoc recruitment review committee meetings with senior department and school leadership.

• Prepares agendas and materials, attends meetings, takes minutes, and tracks action items to completion.

• Conducts research and compiles data to support decision-making (e.g., candidate summaries, cost and timeline estimates, appointment and credential requirements).

• Advises stakeholders on tools, techniques, and methods for estimating recruitment costs and timelines.

• Coordinates with Dell Medical School departments, University offices, UT System, and other academic and private sector entities to support assigned projects and initiatives.

• Assists with department initiatives and other tasks as business needs arise.

FACULTY COMMUNICATION MANAGEMENT

• Gathers and organizes information internal and external to the University to support efficient decision-making and reporting.

• Handles incoming and outgoing communications, including emails and phone calls, serving as a centralized point of contact and liaison for faculty, candidates, and stakeholders.

• Prepares routine correspondence and drafts communications on behalf of assigned leader(s), including recruitment-related invitations, itineraries, and follow-up communications.

• Maintains accurate and professional correspondence logs, files, databases, and tracking systems (e.g., recruitment trackers).

• Acts as liaison between leadership and staff while maintaining a broad organizational perspective to manage internal and external relationships effectively.

DOCUMENT MANAGEMENT

• Maintains and organizes candidate files, recruitment trackers, faculty appointment paperwork, credentials, licensure, and CME documentation.

• Prepares reports, presentations, and other documents as needed (e.g., recruitment pipeline status updates, variance-to-plan reports).

• Ensures confidentiality and security of sensitive information.

• Manages assigned databases, entering data, coordinating approvals (e.g., appointment and credential workflows), sending communications, and accurately tracking travel authorizations, reimbursements, and receipt of funds in real time.

FINANCIAL SUPPORT

• Processes travel and purchasing and handles reimbursements for candidates and faculty.

• Prepares travel authorizations and monitors expenses with real-time tracking of submissions and receipt of funds.

• Manages database entries and assists with preparation and completion of the function's annual budget, including recruitment-related costs.

• Processes monthly account reconciliations and variance reports.

• Assists with scheduling travel, maintaining records, and processing reimbursements for licensure, CME, and other credential-related activities.

MARGINAL OR PERIODIC FUNCTIONS

• Assists with training on applicable UT processes as needed.

• Promotes professional growth by meeting requirements for mandatory and continuing education and skills competency while supporting department-based goals.

• Serves as a preceptor, mentor, and resource to less experienced staff.

• Adheres to internal controls and reporting structure.

• Performs related duties as required.

KNOWLEDGE, SKILLS, AND ABILITIES

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and experienced with data entry and CRM tools.

• Skilled in using office tools, databases, and communication platforms to streamline administrative workflows.

• Demonstrates excellent verbal and written communication skills, with the ability to draft clear and concise correspondence.

• Strong attention to detail, including reviewing work, following up on details, and correcting errors.

• Demonstrated ability to take initiative, identify issues, and develop effective solutions.

• Thrives in a dynamic environment while managing multiple priorities.

• Maintains organization and time management systems to ensure deadlines are met.

• Builds and maintains positive relationships and collaborates effectively across the organization.

• High School Diploma or GED with at least five years of experience in a supportive administrative or clerical function, including two years at the Administrative Assistant or Administrative Associate level.

• Relevant education and experience may be substituted as appropriate.

• Experience with faculty or executive-level recruitment coordination.

• Experience coordinating events such as job talks, educational seminars, and presentations.

• Working knowledge of UT Austin procurement policies and procedures.

• Experience providing administrative support within a UT Austin unit.

• Working knowledge of UT Austin business policies and procedures.

$50,000+ depending on qualifications

• Standard office environment

• Repetitive use of a keyboard

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

• Letter of interest

Importantfor 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.

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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 and 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.