Job Information
UNIVERSITY OF TEXAS AT AUSTIN Senior Administrative Associate, Adult Cardiothoracic Surgery, Dell Medical School in Austin, Texas
Serves as primary administrative assistant to multiple faculty members and/or staff leadership in the adult cardiothoracic surgery program. Manages calendars often requiring independent decision-making. Maintain calendars, all appointments, and related logistical details. Directly schedule meetings, including doodle poll/availability compilation. Submits and processes all required UT documentation related to travel, faculty member professional development, events, reimbursements, and purchases using the university's, Dell Medical School's, and the department's existing processes and systems. Utilizes existing UT procurement systems (UT Market, Pro Card, etc.) to order and process Department-related expenses. Clearly tracks submission and receipt of funds in real time to manage expensesCoordinates travel, including confirming flight and car arrangements, creating itineraries and processing reimbursements for faculty members, candidates, visitors and department meetings/events. Serve as first point of contact for faculty members' visitors, make arrangements for official guests and receive and greet visitors. Use online tools to track responses and attendance. Reserve meeting and event rooms; some events may be outside normal business hoursManage relevant departmental faculty and staff onboarding and transition logistics (phone, IT, office setup, etc.). Compose and prepare relevant business correspondence, reports, presentations, materials and notices, and assist with follow-up materials as requested. Maintain copies of documents for office files.Responsible for team-focused collaboration and flexible contribution within department-identified priorities. Serves as primary point of back-up and coverage for other administrative team members. Related responsibilities may transition over time as specific unit needs grow or shift. Other duties as assigned.